St. Helens School Board Regular Meeting January 28, 2026

00128th regular meeting at a school board at St. Holland uh in order. Uh first off, can we theg 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. Student Representative Joseph, >> I think he's at home. >> I think he's home. He won't be here tonight. Uh, Director Kim Walker, >> director Michelle Russell, >> Director Mel, >> Move on to item three, agenda approval. >> I move to amend tonight's agenda to a couple things actually. >> We got to do them one at a time. >> Okay. The first one I'd like to u amend uh number seven public comment per our policy at BDPH we may not limit public comment to just agenda items. >> Okay. >> Is there a

002second on that? >> I'll second. >> Okay. Moved and seconded that we amend the agenda on the public comment item. Do >> you have I have one more. Okay. Perfect. Yeah. >> Yeah. >> So, we just apologies. >> Hi, >> Vice Chair Smith. >> Hi. >> And I'm an I as well. >> Um, I move to add new business. Can I add two things at once? sure how this works. >> We have to >> I mean but can I add can I add it to new business as well the same thing and to a vote >> to be under the agenda for an action item. Yeah. >> Yeah. So you would ask for the agenda to be you want a discussion and then a vote. >> Yeah. >> Yep. So it needs to be added

003to the agenda and then we would add it also to as an action item. Okay. Um, I move that we add public record integrity and official clarifications and corrections to our agenda at the presentation under new business. Is >> there a second? >> Move motion and seconded. Is there any discussion surrounding that one? It's been a presentation talking about uh some things that we have done wrong since we were nominated and some things okay to the public and our district. >> Any other discussion vote? Director Walker, Director Russell. Hi, Director Kings. Hi, Vice Chair Smith. and chair is an I as well. >> Anything else? >> Well, I would like to add it to the action items. That's the bill, right? Isn't that >> So, it will come as an action item. >> Yeah. >>

004Okay. Anybody else? >> I do. I am glad to see that we could get items on the agenda. I've been trying all year and have not been able to. So, I'm so glad to see that it's being voted for. Um, I would like to add to the agenda since we had two transportation accidents in a month and we're still in active winter weather. I'm requesting an insurance update to the board before the February meeting. Um, I just think that we really need to know what's going on and there should be some governance around safety and that really lands on us. So, if we could just have that a brief update from superintendent that would be great. I agree. I'm sorry. February. >> Yeah, it's you guys said that it was being pushed to a February

005meeting. Um but that like another month from now and we still have a lot of winter in between then and we've had at least two buses slide off the road and one um into a ditch. And so I feel like as the board we really need to understand why that >> um >> it doesn't matter. We're not talking about the complaint itself. We're talking about the procedural that we need to know as a board uh to be able to do our >> governance safety, which is the number one of our governance. >> Is there a second to the motion? >> I'll second so we can discuss. >> Thank you. >> We won't be discussing that. Yeah. >> Okay. Motion seconded. Is there any discussion around that? >> We already so we can just discuss >>

006any further discussion since we had a motion. >> Yeah, I'd like to discuss that actually. Um, so what are you you're looking for? What what are you looking for exactly for her to tell us? just an interim update of what the procedure is just for the community as well >> in the event of >> weather or inclement weather. Yep. Just because we have so much still left of winter and we had almost a month ago. It's been 20 days since our first excuse me. >> So I guess my question is are we asking her to provide a report this evening? No, we're just asking for just an and she should know. I mean, our our how we go about policy and procedure operations when there's inclement weather just so that the community is aware. They've

007been I've had a lot of people reach out and be concerned and asking us why we didn't step in. Um I know I know other I'm sorry I can't hear would necessarily step in as operations. That's what it is. >> Yeah. Yeah. And that's what the board policy says. >> Okay. So, so board governance I'm just giving she asked me and I said >> oh yeah yeah just governance does allow us to student safety that is one of the main governance issues for a board and so it's important that we know before mid the end of February um just so that we're able to respond to community members when they ask why we didn't step in >> further discussion >> just Where would where should that be put into a report if we were to

008happen? >> Sure. Or would it go into new business? That's we just got to decide. Any further discussion? >> Is there Yeah. Is there a place where um the community could find what the policy is for weather information already? We gave it to the board as well. Um the only people who need to know what the procedure is during the weather are parents in the community. >> Yeah. But something failed. There's a process that failed, right? >> Yes. And there's a complaint going on about that. some of the things are election. So, we need to I I would prefer that we not have that discussion tonight. I do push it to February to go over what the actual policy says that the um emergency response plan will be presented to the board annually for your

009review because that is the oversight of the board is the review of the full plan annually. Not getting into the weeds of the operation. >> We're not getting into the weeds of the operation. We're just asking >> I'm just I'm speaking my truth because she asked me so. So, I'm just responding because I want to just make it clear. I'm not getting into the weeds. This is oversight. Um, and it's grounded in our job as board members and governance. It's not to we're not here to get anyone in trouble. It's just to understand so that when we're greeted in the morning or getting phone calls saying, "Hey, doesn't doesn't the board have any say? How come this happened? I know Melody received questions. I received questions. Um, and so we just want to know how

010to respond. >> Any further discussion? >> No. Okay. Vote. Director Walker. >> Director Russell. >> Hi. >> Director Killings. I'm gonna say I but to the communication policy director or vice chair >> and your I know as well. >> Okay. And then I have uh one more. >> Okay. And it is the an agenda request for the visitor communications expectations. The SOP the governance um when we are having um a community expectation SOP placed on upcoming uh or on our buildings um if it's community guidelines that has to come from the board. It cannot come from the superintendent. the superintendent can direct staff, but to put something that's going to direct the community, she cannot do that. Has to come from a board. So, that just cannot be placed. And so, I would like to

011put that on the agenda to discuss so that we can at least make sure the finer final proposal um and make sure that it aligns with um our policy, if that's what she does choose. It can't just be something where she says, "I'm not going to let you guys vote for it." um you know like last time like I think last time we were here she just said I'm removing it from the agenda. I don't need a vote. It'll just be placed on there. Um I do not see it as that way. It it is something that we would need to vote on because it is outward facing to the community not for staff. >> There a second that motion. >> I'd like to second that so we can discuss it. >> Okay. Motion has

012been made and seconded discussion. I think that when it comes to our campuses where when she's telling people what their expectations are when they come into her buildings that I think that it is up to her to decide this is I mean if we don't have to approve the sign that says please stay home if you're sick. >> So there's she's making a point. She's >> sorry I just was >> she's commenting. I I just was saying that I think that I thought she was done. I was >> I mean I mean that you're still going. >> No, that's just my point. I just talk a lot. That's just my point. >> Okay. >> So our governance has guidelines and when we make a policy, we make policy. The board makes policy for how the

013public is to respond. That is not policy. It puts us at a lot of legal implications when we are having her make policy that does not align with our policy or when she's making an SOP that's outward facing. It cannot be. We can go off of our handbook which came from our policies, but it is not her um it's overreaching. We are the ones who make the policies to the public and what she's doing is putting those guidelines to the public. Her SOPs need to be going in. Um can I make maybe you and I and or you sit down instead of discussing this? Well, or just we can put it on an agenda item for later. I just tend to not be able to get anything on the agenda and that this definitely needs

014to be something that um by the way board governance should never require a vote to be on the agenda. General board governance should never take a vote. It should just be. Um and so just to be clear I this is something that is very important and really is about governance and needs to be addressed at least if not at this agenda than at the next. My thought is that we do approve the policies but we don't approve the operation procedures that is superintendent's role. Um, we make the the what and she makes the how. And an SOP is the how. And >> the SOPs can only go to her. That I disagree that you we could you can shake your head at me and that's fine and you can disagree, but that's why I think

015we should come back to this with your your perspective and our perspective. we can come together and do this during a work session, but I'm asking that if you put on an agenda for a work session, you can bring your thoughts. Not saying you're wrong, not saying I'm right. I think that we just need to come together and discuss this because I am looking at it from a standpoint of that is not how it's done. >> I I appreciate your perspective. I honestly do and I would like to hear more about where you how you came to that because we do definitely policies are oftent times a matter of interpretation and you interpret things different than I do. Um so yeah I have no problem having a discussion about it at some point but I

016so can we agree to put it on the next agenda for a work session? >> Work session for sure. >> Well we do because it seems like unless I was told earlier that unless I get a vote I can't get it on an agenda. Well, so what I'm just thinking is at this point to it's changing the that needs to just be put all I have for that. I do have a statement for the record. So the motion made and second is that we put the inaf >> I'm sorry >> the SOP for community expectations. >> Okay. SOP for community expectations on the next work session agenda. >> Community expectations individual. It's individual expectations on campus. >> Right on campus. Okay. Director Walker, >> Director Russell, >> hi. >> Director, hi, >> Vice Chair Smith.

017>> Hi. >> And I'm not as >> Yeah. Thank you. And then I do have um a statement for the record. >> This is justing the >> Oh, okay. I'm so sorry. Go ahead. Are any further agenda items, additions or subtractions? At this time, >> I move that the board approved the G agenda as modified. Second motion made and seconded. Any further discussion? We do. Okay. Director Marker. Hi. >> Director Russell. >> Hi. >> Director Dillings. >> Hi. >> Vice Chair. >> Hi. >> I as well. >> Okay. Number four, community impact awards. St. Helen School District impact awards honors one student, one staff member, and one community member whose commit to excellence, service, and leadership truly stands out. >> Up first is uh Charlotte. Please forgive me for this mentioning. Yeah. >> Excellent. Okay.

018award thing that I'm supposed to read and embarrass you. Sorry. Um, Charlotte Reese is a compassionate and dependable fifth grade student at McFride Elementary who makes a meaningful impact through her positive leadership and dedication to helping others. Each day, Charlotte supports our first grade classes by helping guide students from lunch to the back playground, ensuring transitions are safe, smooth, and respectful. Charlotte takes this responsibility seriously and consistently models appropriate behavior in the hallways. She offers positive, excuse me, reinforcement, kind reminders, and encouragement, helping younger students make safe and respectful choices while building their confidence. Her calm presence and friendly interactions make a difference for both students and the staff. In addition to her work with younger learners, Charlotte is a supportive and reliable presence for adult staff members. She consistently shows up after her own

019lunchtime to help, demonstrating responsibility, commitment, and a strong sense of service to her school community. Charlotte truly embodies what it means to be a respectful McBride Mustang through her positivity, leadership, and willingness to do what is right. She sets an outstanding example for others and leaves a lasting impact on our school community. Please join us in congratulating Charlotte Reese, a student impact. Charlotte. >> Sorry. Sorry. Sorry. >> I've got number two. Would uh Jessica Hold on. >> Beautiful. >> A little bit stepped into the wellness learning center last spring. She consistently goes above and beyond and support to both students and staff across the building, never hesitating to lend a hand whenever she's needed. Jessica has partnered with the school counselor to co-e lessons, class lessons on discipline, helping students develop vital self-regulation and problem

020solving skills. In addition, her comment to meaningful data collection allows her to actively contribute to behavior teams professional learning. Ensuring that decisions are guided by accurate thoughtful information. Jessica's proactive nature shines through her daily work. She sees a student in need and she immedately takes the initiative find a way to help. She communicates regularly with teachers sending out updates and when when she has the open time available I don't know how you do and support students in safe place in the safe place Jessica classroom referred to as as the honor gest most sincere serene spaces on campus it offers students a sensory friendly environment however they can access their executive brain a practical regulation Jessica helps students bring bridge these skills back to the classroom and playground, supporting real world application in the moments that

021matter the most. Jessica's compassionate dedication and steady presence makes a profound difference in the lives of our students and staff. And please join us in congratulating Jessica McIntyre as this. Okay, number three. I'm so excited that I get to read this one and present this award because it sounds kind of hurtful to me even though I didn't have a chance to vote on him. Um, Miss Corey Boswell. >> They turned that around. Okay, I don't need this, but I'm gonna read it anyway. Uh, Corey Boswell has made extraordinary impact on the St. Helens Middle School community through her leadership, dedication, and commitment to supporting students and staff. Recognizing a need for stronger family and community engagement, Corey took the initiative to establish a PTO at St. Helens Middle School, laying the foundation for meaningful partnerships

022between families, staff, and school administration. Through close collaboration with school leadership, Corey has helped implement student centered experiences and provided direct support to teachers, ensuring that PTO efforts align with the needs and priorities of the school. Her thoughtful approach has helped strengthen school culture while creating opportunities that enrich the student experience. Corey has also led and coordinated successful fundraising efforts, raising several thousand dollars to support school activities, the events, and classroom needs. In addition, she organizes and manages volunteers for key school initiatives, including event support and the student talent ticket store during lunchtime, creating positive and engaging experiences for students throughout the day. Her dedication extends to supporting and coordinating school celebrations such as boograms and the 4.0 annual breakfast helping reorganize student achievement and foster a sense of pride and belonging at St. Helens

023Middle School. Cory's leadership initiative and unwavering support exemplify the spirit of community partnership. Her efforts have had a lasting and meaningful impact on students, staff, and families at the St. Helen Middle School. Please join us in congratulating Corey Boswell as the community impact award recipient. Moving on to item five, ASB public relations presentation. That doesn't sound Sit right here. Okay. So, hello. My name is Casey. For anyone who doesn't know me, um I'm the high school's public relations. So, I come here every month and I'm going to present to you guys the school happenings, not including sports though, but like our band, our dances and stuff. This is our agenda tonight. So, I'm going to talk about the Rotary team, the elves, um fire band, and the graduation tackle for events. Uh our Rotary team

024of the month, sorry if I don't say this correctly, um Primo Kichi, I believe it is. Um he plans to attend PCCA to study computer information systems and he hopes to create his own video. Alex month is Ivy Lush. After graduation, Ivy says she wants to go to college to study neuroscience or occupational therapy. Um, for our All State choir, Shirley Collins and Bella Larson, two members of our choir were selected to sing at All State. Um, they got to spend the weekend in Eugene and they rehearsed with um about 100 other students and got to for all state band. We also had two students chosen. Um, June Montleó and Adam Wells Colo. June played in the orchestra with the French horn and Addison played the uh in the symphony band and she played the

025o. Um, lastly, our graduation timeline. So, we just passed our last timeline which I believe or no, sorry, the one after this. Uh, the last one I believe that is coming up is the photos for the yearbook. So, if you are a senior or if you have a senior child, I would make sure to check in with the the yearbook teacher in the high school, make sure you upload a yearbook photo for any seniors. Um, make sure you check the requirements because they are a little bit nitpicky this year. So, if it doesn't meet the requirements, they must send back and start as Thank you. The number six new business 6.1 blueprint for student success update. >> Hi to come up on the screen and Jeff Burns our assistant superintendent is joining online with us

026presenting as well. Right. This is the January update for blueprint for student success. I was sitting there doing on mine thinking I was going to change it up there. Focus for tonight's update is to provide transparent progress updates on the blueprint pursuit of success. um is to highlight the key actions within the corrective action plan which we call the CAP and the strategic plan and share evidence of progress, challenges and next steps and to reaffirm our commitment to student safety, belonging and academic success. The this is the blueprint for student success overview. Um we my superintendent goals align um with the 2025 to27 blueprint for student success. There are two in um integrated um components. We have corrective action plan and the strategic plan. The corrective action plan focuses on safety, compliance, trust and systems.

027And the strategic plan um focuses on student success instruction um equity and outcomes. And we do ongoing progress. Before the previous superintendent left, she did it in June. And we have one this January and then another one in June. and I'm gonna do the corrective action plan updates and Jess Jeff will do the success community engagement. Um the our key actions around community engagement are the superintendent equity advisory committee student and principal advisory structures, community listening sessions and board updates. progress highlights um is that we have established the superintendent equity advisory committee and we've held meetings. We have student voice elevated through the um principal action um advisory committee and the listening and learning sessions and regular blueprint updates provided at board meetings. The next steps are to continue with um the superintendent advisory committee

028and student engagement and then um the update here to the board in the public in January and then the next update is June um of this year for the progress reporting. Um another pre strong priority is our law enforcement and safety partnerships. Key actions are to reestablish um SRO program pending funding monthly superintendent police chief meetings quarterly first super uh first responders collaboration progress highlights is the strong partnership with our St. Holland Police Department uh countywide first responders training with human trafficking fentanyl and data over the last the ones that we've done data was the one done recently most recently with the Portland police and it was on how to was pretty interesting. It was on how to use data to inform practices to um provide better outcomes. Planning expanded supports through community service officer

029role. And then the next step would be resume quarterly first responders meetings which we have for 202526. So to continue them continue um continue SRO funding exploration and partnership for community service officer policy procedure and reporting. Key actions are mandatory reporting of all and staff boundaries training OSB policy audits from 2019 to 2024 Aerin's law implementation K12 progress highlights are 100% training completion documented Aerin's law expanded to the secondary level and those lessons are all case follow in in session um policy view committee established by the report electronic policy binder in development. Next step January January and February for treasure chains complete electronic policy binder of critical policies and engaging OSB OSBA policy and ongoing sorry OSB policy updates culture climate and belonging. The key actions in this piece is our student and family surveys

030and district improvement plan based on data. Progress highlights is that we implemented the health 18y survey that was completed. We just don't have the data back yet. Inclusion of the long and baseline survey for students with disabilities and collaboration with Northwest regional ESD for future survey tools. Next steps would be analyzing survey results, developing culture and climate belonging improvement plan and reporting findings out in June of 2026. Family advocacy and support. Our key actions here are family resource center model, mental health partnerships, Spanish language and family engagement supports. Progress highlights is expanded mental health services to 5.7 ft. Schoolb-based health center approved family engagement and translation services sustained despite budget shortfalls. Next steps continue agency um collaboration and strengthen family engagement and bity support administrative service and accountability. Action items were to hire assistant superintendent

031and of teaching and learning, strengthen HR documentation and discipline practices and random background checks. Progress highlights is our assistant assistant superintendent was hired improved accountability systems and documentation and background checks process implemented. Next steps is our ongoing supports to the board continue staff listening and learning sessions. And now we're moving on to the strategic plan updates. And this will be Jeff Burns, our assistant superintendent. Are you online? >> Yes, Karine. Can everybody hear me? Okay. >> Yeah. >> Okay. Uh, thank you for giving me the opportunity to share a little bit more about our strategic plan. I'm sorry I'm able to be there in person. I have a family commitment that I needed to be part of, but uh still glad that I'm able to be part of the meeting and especially being able to

032speak about the things that I'm really passionate about relating to how can we continue to provide the supports we need to increase student learning and give our teachers the support they need to help our kids. So, it's going to start off with um our uh student success with MTSS and our academic systems. And MTSS, if you're unaware, stands for multi- system, multi-tered system of support and how we're providing those supports for um both students in academics and behavior. Our focus areas includes with identifying essential standards in ELA and math. And essential standards mean like what are the things that all students must learn in all of our grade levels or content areas. So, we're identifying those essential standards. We're building in systems for MTSS structures and then potential interventions to support kids in both academics

033and behavior. and a focus on our professional learning teams where students or teachers are meeting weekly to identify essential standards, determine common assessments and plan instruction intervention for our kids. of those progress highlights, those essential standards. We've done a lot of teams have done a lot of work build determining what's essential for each grade level or content and then building in pacing guides so we know when students need to show mastery for all of those essential standards and then time built in during the course of the day, those intervention times during the course of a day for kids to get additional time and support in their area of needs. And all of our teams have PLTS that are established and doing the work on Wednesday afternoons. And then some of our next steps is we're

034going to complete proficiency scales. And what I mean by proficiency scales is determine how students are able to show proficiency on those essential standards. What are the things we want them to do to be able to show us that student understands that standard? And then how we're build building and analyzing our CFAs, which stands for a common formative assessment. And what that means is all of the third grade teachers are given the same common assessment in the same way. So we can have true applesto apples conversations about the data to be able to plan our next steps uh to support our kids and then redefine district MTSS model and theory of action. What does MTS look like in St. Helens and how can we use it best support kids okay uh with inclusive learning and

035equity our focus areas are equity advisory structures like how can we make sure we have voice of all parties uh equity assessments and goals and those inclusive policies and practices. Some of our highlights include our SEAC established meeting regularly, our special education advisor advisory committee, powerful team that's meeting a regular basis to help support our special education kids. Uh we're building equity assessment planning that's getting underway so we can better um assess how we're doing relating to equity across the district and then we're looking at our student handbooks across all buildings and district to review with an equity lens. Our next step within that is conduct equity assessments with students and staff. We're going to establish district equity goals sometime this winter and then by using those assessments and those goals develop an action plan

036this summer to better prepare us for uh next school year. Our high quality instruction again one of my absolute passions. One of our focus areas is our cell 5D. That's our teacher value teacher and principal evaluation system and how we're providing high quality feedback to our teachers and administrators for them to better their practice to help better support kids. how we're using AVID instructional strategies to uh better engage our kids within their classrooms. And then building principles and district leadership are conducting walkthroughs and we're providing professional learning to help support our staff. Some of those highlights include a common walkthrough tool that we have piloted. So myself and Miss and the superintendent and building principles and walk through classes and then afterwards we're looking at our protocol to be able to talk about all the

037great things we're seeing in our classrooms. We're conducting instructional rounds for teachers to be able to go and observe other teachers and really a focus on in our classroom student discourse where students are not just set they're not just sitting there and listening and taking notes but they're actively involved in the conversations with each other and having discourse about learning and then how are we engaging kids in relevant real life ways to get them excited about what they're learning. So our next steps will include training all certified licensed staff in 5D by the June 2026. And then how are we continuing to align our professional development plan to what we're seeing in the classrooms to give teachers the skills and tools they need to better support our kids. And the next is attendance. Our goal,

038we want 90% of our kids uh here at school every day and also 90% of our students on time. It's really hard to improve our student learning if kids aren't there. if they are there. We have such talented and hardworking teachers. I know we can continue to increase student learning, but we just got to get them there and on time first. Some of those highlights include we've established district uh attendance team. Our basis training with Northwest Regional ESD has already uh we've had a couple of those so far this year to how can we better encourage kids to come to school and then how can we build family engagement and incentives implemented because we want to motivate kids and families to come to school. So by doing this, our next steps are continue some of

039those tier one attendance strategies. How can we continue to encourage kids to come to school every day and on time and then our goal is hopefully to be able to monitor our progress by the end of this year to see some increase that we're up close to 70 75% of our students are attending regularly to school. And then our student behavior support. We want our focus areas include tier one behavior systems like what do what behavior instruction are we providing for all kids across the entire district whether it's a kindergartner or high school senior. We're using our data to drive decisions uh with our behavior support and how we can continue to provide restorative practices uh that all of our consequences are not necessarily punitive but how are we giving kids opportunity to make things

040right uh for behaviors they may have h that may have happened. Some of highlights included additional data review. So we're already as a school and district level looking at when behaviors are happening, where are they happening, is there a certain time of day or certain classrooms, certain places around the building. So if we can determine there's those hot spots, then we can provide more support in that area. And then we're continue to plan for district-wide behavior framework like what is our behavior tier one, tier 2, and MTSS structures look like for behavior. Our next steps are to establish a K12 behavior support team so we can have the voice of all the people that are actually out there supporting kids in classrooms and then develop integrated behavior improvement plans um to help support individual kids

041who need more support. Okay. And that's uh everything related to those structures as well. >> All right. Do you want me to Jeff? Do you want me to finish screen or you want to go ahead? There you are. Looking ahead, we're continued transparent and accountability, ongoing board and community updates, effective balance board governance model, focus on safe, inclusive, highquality learning environments. >> Thank you, Jeff. >> Thank you everyone for the opportunity. I'm here like to ask a question, >> please. >> Can you hear me, Jen? >> Absolutely. So, um, this happened before CO even Okay. And we were working on, uh, trying to get, um, our numbers and for even the community to be real involved as far as getting kids to school. Yeah. >> And have time when, um, we'll just say like right

042now, a big influenza, I think it was a B that time, >> wiped us out for weeks on end. Um, can can we as a district or even towards the state level can can we without looking like we're cheating I guess is that we take those days away when there's something verifiable that's going around it's especially like right now it's affecting yeah that it's not counting that we're still up at that 75% number you're trying to do by the end of the year because we're able to legitimately subtract real sick days. Yeah, that's that >> that's a great question and that's that real balance because we obviously want to increase attendance but when kids are sick we want them to stay home, right? We don't want people to feel like they have to come to

043school. So when we start digging deeper those attendance datas like we can see like are there situations where we have groups of students that are off for three consecutive days all at the same time, we can then determine okay that was like I know at the middle school last week or the week before they they were really hit hard. So we can kind of disgregate some of that data to see like are those unexcused absences and things like that and dig deeper within that to identify who are those kids that are maybe not coming for specific reason that aren't health related that we can provide some of those positive supports to get encourage those kids to come to school. But we can absolutely dig deeper and desegregate that data to throw out those type of

044things because we don't want anybody coming to school when they're actually sick both students and staff. >> Thanks Jeff. >> Yep. Any other questions? >> Thank you. >> 6.2 high school bond presentation. Hey uh long-term facilities. >> Oh, okay. >> All right. So, we're here to kind of update the board on the bond program um for the high school. >> So, um just as a quick recap, uh in 2020, uh the community passed a bond for million dollars. Um it highlighted uh security, health, safety improvements, replacing each building, authorizing high school CTE, and improving and replacing classrooms. And then in 2023, we were able to um pass a 20 a $4 million bond. Um and then because of that $4 million bond, we were actually able to get an Oregon awesome uh Oregon school. Now,

045I'm not going to remember what those awesome grant matching grant when you go out for a bond. Um there's a state program that will match those four funds. So, we got a matching $4 million grant from the state to help us with um additional projects and then a continuation of that original bond. Uh, and that included HVAC and heating, covering the lunch and courtyard area, synthetic turf, softball baseball fields, and updating the auditorium. >> So, um, now currently, uh, we're at the end of the bond. Um, and so we have a few things that are left on the list to get taken care of. Um, replacing the synthetic varsity field and I get dates of fall park times that we're targeting. um the Javelin runway rebuilding gravel road replacing what we consider BNC buildings air

046conditioning um replacing the east wall landscape pal and then the following summer would be paving the tennis court parking lot and the a building so I just did that because that was everybody's on its so yeah uh the a building those are >> um so that I talked to a few people about this but you want me to go in more detail because a lot of people >> parking lot the parking lot where the um portables were how come from that didn't get paved >> um >> money Yes. >> Yeah. Do you want Yeah. >> So, how much Sorry. >> Would you want me to go into what they are? Do you guys understand the eus and everything? We're good. Okay. >> I just have a few questions. >> Okay. >> Can you tell me

047how much is left in this bond? >> Approximately uh $3.2 million. >> Okay. Um I sent over some questions for the bond um and I didn't get the answers. I was told I could just bring them up here. So, um I just was wondering if there's a project by project breakdown identifying which projects were funded under the 2020 versus the 23 and the matching bond. Um including original budgeted amounts and then the actual expenditures because I know in 2020 things just really shot up and a lot of things ended up being almost double. Um so it didn't cover a lot of the things that we thought it would. And then for the major bond for each major bond product um were your cost overrun scope changes or change orders approved? Do you know how many

048of those were? >> So there's um so some challenges with that. So uh and I don't know if we if we want to we can take all the time in the Okay. So the community is ready to hear it. >> Awesome. It's gonna be a minute. Okay. So, um, when we started this bond program, like with most bond programs, you start with the bond over site committee. Um, and we've met every month for, you know, four and a half years, right? And so, that's a lot of recapping to do. Um, so, uh, I would like you to try to think of shifting your, uh, projects. I call them projects because that's how I that's how I operate. I make things smaller so it's easier for me to handle. The whole bond program is everything. That's

049one project. So all of this is a bond pro project and part of the bond. >> So we don't really separate them like I think what you're thinking. >> We do know how much certain projects cost, right? We know how much replacing the synthetic field will cost. We know how much the javelin. We know those costs. So you should know what was put inside that one bond. And then when we look at several remaining projects involved in this critical infrastructure and the completion dates and all of this, we should be able you should very easily be able to go back and say, okay, we did this project because it is a project even though it's all covered under one bond. There are many projects in that one bond. Correct. >> Right. Like look, there's a

050but you're starting to cut up like sections of the that would get I think and maybe I'm misunderstanding. I think it would be a challenge because you're going to say a percentage of the sheetrock was done in this building under that bond. >> So I guess >> that's what or am I misunderstanding? I guess I want to know what formal oversight mechanisms are currently in place with bond expenditures including audit reviews, internal controls and reporting cadence to the board because I haven't heard any. Um when the most recent bond specific financial view will be conducted and how does staff ensure bond expenditures remain aligned with the specific purposes that our voters voted for on that bond measure. And I don't I don't know how >> okay >> we're not getting that information. >> Okay. >>

051So I see that we're getting a lot of like really good visuals here and like we're seeing you're like saying lots of this stuff is happening but we're not seeing any of like okay >> how it's coming to pass the break >> the last one. So >> how does staff ensure the bond expenditures remain aligned with the specific person? >> I love it. You have my notes in there. >> I do. Cool. because I don't want to, you know, >> I'm just wondering could you have brought the answers to those since I gave them to you a few days ago. Would you have been able to just because they're pretty black and white questions when we asked for Hey, there's several remaining like if we go through and read these together. I guess I'm just

052curious what was is there was there a problem with not being able to I'm just wondering why we couldn't have just had the answers to those questions because the community is pretty curious. >> Me emailing them to you. Well, I just just prepare for it to >> I was trying to pull information. >> Well, right before the meeting did I don't have all your questions answered. >> Right. That's my I it just so here's the thing. This is an update to the board. The board takes action. It doesn't have to take action action tonight. There's a project there's projects that are coming due, right? We want to make sure we're spending taxpayers dollars on time as well because we don't want to lose any of that. >> But we want to make sure the funders

053are still >> Absolutely. Absolutely. So what would what about if you >> this would if this is going to be a huge in-depth >> presentation. Maybe we could do it at the work session and then you could discuss a voting on February 25th. >> So then you can digest all of it instead of having it here. Like I was just thinking that might be a better idea. >> Yeah. Yeah. And that will be open to public and then they can I that's the only problem with that is that when we do it in a work session then the public can't ask questions. >> So that worries me a little bit because they do hold that question. Yeah. Yeah. Yeah. So it gives a whole work session on the bond. >> We did vote on the

054last voter. That way you have then the community can digest information. >> What >> you know we could do. >> I'm sorry. What? >> Oh, is that is is that enough time by the work session have conversations? >> We can have conversations. I don't understand some of the questions. So you would need to be more specific on what you're asking for. What do you consider a project? I would like that defined more. >> Placing. Got that. >> Javlin runway. That's a project. These are projects. Okay. >> Okay. >> But also, >> but not like the building. The building is the one complete project. >> Yeah. But >> but would you segregate the lion out front? I'm not No, I'm I'm honestly I don't >> So when when you put together your proposal for a bond,

055>> you have We're going to Can you go back like five pages to the the 2020 bond? >> Okay. So, um, security, health and safety improvements, replacing the aging buildings, moning, that to me that's like one giant project, but there should be is the 55 million just for >> just for those four items or are there >> other right? >> Yeah. So, it's >> those line items all should have a cost next to it. Correct. >> It is. Um, do you what do you mean by sorry? >> It's okay. Melody just said that they when you saw them >> well you had all the different like small amounts of every single thing that was >> so you would like to see like the bond oversight budget that John >> Absolutely. >> Oh yeah. Okay. Sorry.

056Took me a minute to get there. >> But then it's not that >> it's a breakdown though and it will show us where we're at. Yeah. Yes. >> But it doesn't go by bond funding year. >> Is that okay? Is that >> So it doesn't go by the >> So how about this? I thought how about this that before the work session we provide like what we what you think what we think what the questions are to the board and if there's specific questions prior to the work session they can >> we can say this is this is what I asked for. Can we go a little deeper in on a certain >> Yeah. >> thing. I don't I don't know. I mean, I know I understand where all of you are coming from, but

057I you're looking at it through a different I think you're looking at it through a different lens because you're on the ground >> doing the work. >> I just and I also think we just need like critical critical infrastructure completion dates and how I was curious. I think you saw in there I was curious like why things were pushed out to 2027. Was that always the original date that you expected this to be done? >> No. CO hit two later. And that's why I'm saying because we know those costs in CO almost doubled a lot and so to be left with really leftover funds. I'm curious where those funds will be. >> Oh, do you want to do you want to just share real quickly about how it we do have more funds because the

058bond is not being um like the company that was managing certain projects was the fee involved in that. Do you want to talk about that real quick? >> So yeah. So, um, most of this would normally be under a general contractor, um, but they have general conditions because, you know, they have to make money. So, when they're on site, they get paid general conditions, um, to be there and do their work and have their trailer. So, uh, as a district, we stopped that and didn't, uh, pull back some of the, um, projects like, so that's why like the Javelin runway, >> so the Javelin runway says CTE. So, actually, let's talk about the gravel road CTE. So in one of our bond oversight committees uh meetings uh one of the people said well why don't

059we have the CTE excavation kits do this part of the project. So, we pulled that part of the um scope of work from Hoffman and it saved us I think I want to say I don't know um $10,000 and then we have our kids actually do that work for us. So, it gives them valuable experience, saves the district a little bit of money. So, some of these were pulled back from those but by not having hop on for the contractor um on site it just saves the district money. We would have normally just kept them on site. Most districts normally keep them on site and keep paying them to get all of these things done or what you can afford. So by pulling them offsite, we've saved money. So now we can afford these things.

060>> So we didn't sign a contract with them to have them do it. >> Yeah, >> we did. But then now we're not having them do it. We're doing ourselves. >> Correct. You can Yeah, you can change. >> That's fine. Yeah. I'm just wanting to make sure I have this. Um, >> and you made a comment about the um, you know, where the money is coming from. And so part of the bond oversight meeting and our team meetings um, when we talk about the financials are okay, where are we at in the scope of work? Here's what Hoffman thought their costs were going to be. They build in some contingencies into that project. And so that's so that if cost overruns happen, we're not impacted as much. And so when we get down towards the

061end of the project, then you realize they um, release those contingency funds. And so as Hoffman completed their work, we recognized that we were going to have some additional dollars to spend. So that's kind of the way that happened. >> And those sellers have to be spent still on this. >> Absolutely. Their bond dollars, that's the only thing they can be spent on. >> Perfect. And you'll be able to let us know how much exactly is left and how much each of these things will cost when we come in next in the next two weeks. >> No. So uh sorry how much varsity synthetic field will cost because we have a book from the rest of it we have bronze or rough orders of magnitude. Um we have >> I would love to see those

062with what we have still left and how that's going to look moving forward. >> Okay. Keep in mind uh in the you know construction it it depends on when you bought for bid >> when the project gets started um and >> I just want us to start a project that we aren't able to finish or that >> yeah so I just want to if we can just >> yeah we're on the same page we agree and I not trying to be difficult how this works we don't understand your job we want to understand people are Yeah. So, just to be clear, you want the budget and then I'll put some maybe a narrative to it, but is there anything else? >> I don't know. I will go over this and figure out how to ask

063it in more terms that maybe we can work together on on what I'm asking and how to get it in your language because my language is different. >> It's a different thought of my daughter. Um, I'm sorry, different >> remember the papers that you used to have and we check off what's done like there was the little columns over and we just check off what got done. >> It was little teeny things that you were doing constantly with Hoffman that the list at least once a week that go through and they say what they got done, what are they doing in the next week. Do we have those anymore? Do you remember what I'm talking about? >> No. >> Oh, I don't. Yeah, but it was kind of cool because for you guys it would

064be great just to see how many things seriously have gotten done and how much. >> Yeah, it would be great for the community to see. It's not just us. We we want the community to really proud of what has happened and what has been completed and not just see what's left, you know, but the details and really know where our money went. So, thank you. >> Yeah. I mean, they can always watch the old board meetings, too, you know. and forward and show them how their dollars work with what we hold them. >> Can I ask a question? >> Yeah. >> Is there urgency on the synthetic field >> or are you trying to get it out? >> There's not an urgency. I mean, there is and there isn't, right? So, um all of these

065things we would like to move forward with. Um so, yeah, the synthetic field um is at the end of its useful life. Uh it's 10 years and um well we're a little bit past but um they last 10 years. Um their warranty useful life is eight years. We've extended a little bit like most people do with good maintenance. Um so uh we would like to get it replaced this summer if possible. Um and that's why I think we brought that resolution on the cooperative purchasing agreement. um that's the quickest um and cost effective uh mechanism that we can use as a district. We've used it for the other synthetic field uh in the past. >> Um so >> but you're okay with the we've got time for work session and then end of February have

066a better understanding. >> Yeah. Just to give you information though uh the last the reason we're doing this is because the last two years we've had failed tests for GMAX. So um >> safety concern >> uh sorry yeah so GMAX testing is what impact testing >> uh impact testing for gas for >> layman's terms my friend >> in the turf material okay um and so if you get a test result over 200 you have to close the field the last two years we've closed the field uh we usually close it for about three weeks that's how long it takes to bring a contractor in and then have them fix the field and then we have to retest it again So, there's a gamble with that. Um, after two years, my concern is that if we

067do it again, um, and then they can't fix it and it won't pass the test, we'll just close the field until we can get it replaced, which can take a while to schedule a contractor to then come in. I mean, because obviously we have to go through the >> shut down. Is there a permitting? Sorry. Is there permitting required with that kind of a project? Like >> Oh, yeah. Yeah. Yeah. So it's a full >> So there's a delay once once it's approved here and you got your bid and then then they whoever is selected as contractor has to get permits. >> Yes. >> Can be. Yeah. >> So I think the latest we want to push it out. But that gives, you know, this board meeting, the work session, and then the other board

068meeting to really get down into the questions and making sure that especially because right now during a, you know, a shortfall of the budget, it's really all we're talking about spending cash money for a turf field, right? So, I think it's better that we are clear why we spend it that money is because it's bond money, right? And then this is these are the projects. Just be very transparent with it. I do have one question and it might be a little I don't know if this is the right but we have a lot of other community events on that field and I'm wondering do you bill for that because it seems like we're hearing >> so um I will tell you this I have been in charge of the facility use uh application process for

069a while and we follow policy So what you're saying is I need to get a group together to exchange board policy to charge for that. >> No, we charge. >> Oh, correct. That's all I needed you to say. >> It's not a board policy, but for years you hadn't been charging. Is that what I heard? >> All I know is that >> certain reasons. I think on it it says that it can be I I most districts have on the form that it can be waved by the superintendent if there's like a like we have a partnership or a program and we're doing something like it's like whatever. I don't I haven't waved. Yeah, I don't think we waved any fees thus far >> and our policy doesn't include that. >> You don't know but

070you take the applications. I'm not trying to sound like I'm just truly genuinely trying to understand. So you take the applications. It depends on what organization is using it according to our board policy if these get waved. >> Yeah. There are different reasons. >> We should probably really look at those policies >> as soon as possible >> because we're going to be the >> Well, why don't you put it on the work session? >> Yeah. Well, the policy, please. >> Okay. Yeah, let's do it. Thank you. Because it' be part of this process, right? >> You didn't you ask for have that updated? >> See, good question. trans your presentations part at the end of your presentation. >> No, there's lots more. >> I think they're going to do it on the works. >> Okay.

071>> Same thing. And then a little bit updated more information. >> Yeah. >> Okay. Thank you. >> Just send all your uh anything else you want to know uh to the superintendent and then we'll try to >> and then we get to the action item. you would either you would um >> but you would just not motion or vote like right because you have an action item on here. So just making sure that we correct that when we get to that point. >> Perfect. Thank you. >> Thanks guys. >> Thanks very much for your patience. >> 6.3 media requirements. late. Are we not allowing them to ask questions members are just getting here? I think we need to honor Yeah, but we want people to really ask questions tonight about what's on this budget or

072on this agenda. I think it's okay when a lot of them are racing to get here. >> Yeah, I think that we um all of these. I mean, I know that we're going to try and follow policies much better, but I think that when we haven't been offering it and then we people show up as soon as they can get here afterward and I think they should have a right to ask these questions. They do have the right to ask the questions by emailing them in. Um, >> I don't know that they can, you know, just depend on traffic or I'm just saying it. >> I hear you. I do hear you. And we haven't always followed our policies because we are new and haven't always known them. But we're trying to we're all we're

073trying to do is follow policy. And if I am not following policy and you tell me, I'm going to be like, whoa. Okay. Right. I'm not following policy. Let's follow policy. You know it better than I do or you know better than I do. Wonderful. But I will say I've been emailing policies to you guys that you were are probably going to crack tonight. like the comments that have been ignored for months that I have been emailing >> like the comments that we can't we cannot um determine what they can speak about and only >> I literally said >> no no that's why I said no >> that was >> I said that in the agenda we've got to get that done something we were >> we'll get it >> 6.3 media requirements um I

074have to take ownership of starting this uh the superintendent did not started as has been put out in social media. >> Was a really cute cartoon. >> It was cute. >> I like the cartoon. That was great. That was perfect. >> Um >> I looked at our original media policy and kind of went, "Oh, okay." And so I checked with the city St. Helens and saw what they did. So I presented that to superintendent said, "Can we put up a media policy and see what we can come up with?" Um I think it's important that media is important to be in our executive session. They hold us accountable. Um they hear sensitive material that we discuss and it's important that uh you know >> that they have integrity and don't talk about it on the

075radio or try to talk about it on the radio or in the newspaper or on Facebook or anywhere else. If you're in our executive session, you are privileged with that information and we want media in there. It helps hold us accountable. But when we start trying to talk about it outside of the executive session, then that causes us to re-evaluate how we determine who is because most media will know that they are not allowed to speak on executive sessions. and there's a reason for that, right? That's not our that's executive sessions. That's >> right. So, I absolutely respect that. But I want you to know that when you make a decision to sit down with our superintendent to inform something to bring to the board, that should take a vote and then you guys would

076be able to go do that. It wouldn't take you unilaterally. >> All they did was just provide information and ask her, "Does this need to be looked at?" I don't and we're voting on it right now and we're talking about it now. was a it was a threepage document that had to be written which means someone else authorized that without a vote. I'm just saying it does. >> No. >> Uh, we have to proposal. >> It's a proposal that we all all five of us have to vote on. We want to go vote. No. I I think you're missing the point. Just to create it, just to ask her to create it would take a vote. You don't get to just unilaterally say, I want her to bring this to vote. And that's what I'm

077running a lot of that I'm struggling a lot with because there's so many things that are going on between you guys that I'm not hearing about and I'm um changes with board budget all these things with how things are. It's decisions being made against you guys that we aren't hearing of. I am not hearing about I'll speak for myself and they take votes. So to change the format of things or how we're receiving documents, that should come before the board. We vote on that and then those documents are changed. Um, and that's the stuff I'm not seeing happening. Instead, it's, hey, I want you to look into this, make three pages worth well before we even voted. So, you should have said, hey, I would like to have this on the agenda. We discussed the

078fact that you want to look into this. We would then say, "Okay, superintendent, we're going to vote to hand this over to her to go do." That's how that should work. Not you go tell her to do it, then it comes back to us, and then we vote on that. It would need to before she's even told by you to do it. >> Did you create this? >> It's from the city, >> right? Yeah. And I think that I This is him adding something to the agenda for discussion. There's no it's not been it's not something that's this is the city's media policy not something that he or she created for us. This is a Right. >> So to look into that you would need to have to go look into it for our board.

079You would need to get us to say yeah go look into that and bring it back to us. >> And that's the parts that's being missed. I think that I don't go ahead. >> I I was just going to say is um lots of times, yes, but just like even when we go to a schoolboard conference and you could be over in one class and she's in another one and he's in one and I'm one, she's in one and we find the most coolest ideas and we bring it back >> to bring it back and >> yeah, it doesn't mean it has to be on tonight even that it's on there too. But at the same time, I mean, you went ahead and went to work and I know that you go and find things

080that you think are great too for us or the kind of be reward you all and and I've came up with more brainstorm ideas. I could tell you in 23 years, whatever. So, everybody's I I really I actually appreciate because all five of us do not have the time absolutely absolutely everything. So, for him to do that part and that's important to him and what's important to you to it. would normally vote on that and then say, "Yeah, we go ahead and do that as a board. We would like that." >> I don't think we would. I think that he thinks it cool to go to Hold on. >> He thinks it's cool to go to city council meetings. I know even though one of the mayors, but like I don't want to go and

081he thinks it's cool. So if he talks to the mayor while he's there, not my mayor, but a different mayor. He says, "Hey, what's your media policy?" Because, you know, we have this situation or feeling or idea or whatever. We have this conversation, me and whoever, and they give him their policy. Then he brings it to her during the what work or what the agenda meeting. I'm not privy to that meeting. You're not privy to that meeting. That's those two that do it. And so if they bring it here for us to look at and us to vote, we can be like, "Nah, pass. Don't want to don't want to." >> That's just my understanding of that it should be coming that direction. It's fine. If you guys don't, that's okay. I'm just letting you

082know that that was the direction I was given. So, >> well, just as just as much, it can be you saying, "Hey, I sure wish I don't think our policy is working, or can we make a change to it?" And somebody still could volunteer. She could have said, "Hey, you know what? I just saw which I did in the spotlight that the city just redid theirs because they were having the same issues down there as we were here." Just seeing that in the newspaper could give an idea for some to look at, you know. So, I I appreciate that any one of the five of us has the time to go work. I'm not going too hard. I'm not going to do it. So, but I appreciate these conversations, Michelle. Even if I don't >>

083and I'm not upset. I just want to I just want to state that that is what my understanding of how it is supposed to be done and so I'm just sharing that it doesn't mean that you have to take it or adopt it. >> I think if you were originally right and she he had asked her to create something I think that absolutely should come from us as a board >> asking her and when you when this was sent to me it wasn't explained that you wrote that or that >> I didn't write it. They just went in and saw the policy and said, "Hey, this is just made look good." That's all I did. >> Maybe like I don't know scared to take the conversation. This is just conversation. >> I just have known

084that the superintendent didn't start this, but I love the not the worst. Let's assume that conversation and find out the answers. >> Yep. >> Okay. Go. Sorry. Go. Did you have something? >> No, I'm good. Okay. >> Discussion. >> Moving on. >> Number seven, public comment. >> Um, I'm sorry. >> Sorry. We added um the public record integrity and correction. Um um before we move on to that to the presentation that Kim is going to do, um Kim and I worked on this. We relaunched every single board meeting um from our beginning. Um I want to just speak real briefly on integrity and accountability. Um, this district has lived through years of very public challenges. Many people, the staff, family, and community members have watched closely as difficult moments unfolded, sometimes without any clarity or

085resolution that they deserved. Integrity isn't about being perfect. Not one of us up here is perfect. It's about what we do when we realize that harm has occurred. Okay? It isn't about I don't know. It's about standing up, acknowledging when we've gotten something wrong. Um it's about apologizing when it's appropriate and committing to a better path forward. Tonight, the board is choosing to do that work very openly. Not to relitigate the past, period, and not to assign blame, but to correct misinformation, to acknowledge where words spoken by us have caused harm, and to model the accountability we expect from ourselves and from each other. We us five may not always agree. We may bring different perspectives um and ideas to the table, but we are united when it actually matters. And united doesn't mean we

086think the same. It means that at the end of the day, the most important thing to every single person at this table is the safety of the students in this community. We just we are trying to do our best every single day that we are here. This is not about pointing fingers at all. We are all accountable for everything that has gone wrong with this board. But we cannot hold ourselves accountable for things that have gone wrong in the past. So this is about us taking accountability from July till now. >> Forward. >> Yeah. Moving forward. Yes. And moving forward. We're we're getting better every single day at doing this job and at communicating with each other. And not one of us comes up here and thinks that we're perfect ever. So try to go.

087All right. Thank you. So this >> make sure it's good. So this is strictly for official clarification and corrections for public records integrity or things that have taken place at meetings, statements that have been made. support. Um, first to acknowledge that this board commits to a high standard of integrity and truth to all of its stakeholders um in this community, including district staff, students, parents, taxpayers, and so on. We will honor and uphold the oaths that we have each given, and we are not free from missteps, but we vow to own and correct those instances if and when they occur. So >> yeah. So so we we that so there there were were some ill complaint responses and while board substantiated complaints the board did not fully address the request for um correcting the public

088record. So, um, we just wanted to state that with respect to the appeal complaints from Miss Valencia and Miss Tyler where there was um statement that funds were missing or um there were uh first class travel and and so forth. We're just publicly stating that we agree that there were no funds missing. Independent audits found no misuse of funds. All grant narratives and expenditures aligned with the district strategic plan and were approved through state and district processes. No first class travel was funded by the district and a link city which rate was paid for privately by those individuals and the board further apologizes to Miss Floren and Miss Tyler for not clarifying that record when we substantiated. >> What documents provide that? >> The documents submitted with >> Did you look at those? I did

089because they did not have the documentation that was >> we are notating right now. >> Well, they're going to say that we did something or that it was founded. It needs to make sure it was founded and those documents did not find >> um and then clarification regarding uh recent public records requests from a board member. So in July uh a an elective director not yet uh sworn in had requested specific public records and uh that individual directed to submit a public records request for wait until they were sworn in request request those records at the November school board meeting that director um request that the documentation be provided by official board request. The board did not affirm that request. Um, >> August, sorry, I thought that I had corrected that date. The August meeting.

090Uh, this director did submit then through public records requests, uh, this records request in December and was given a an invoice for those records that, uh, some have found to be excessive. Um what we now know is that and and I'll just say that uh credit card statements was one of the big items that um you may have uh heard over and over again. One of the important things to understand is that credit card requests in this district are credit cards are not processed the same way in this district that they are by individuals or even in a corporation. Each interval individual line item on a credit card statement correct me if I'm wrong is um uploaded into a PO system to pull those out is an individual record and they cannot be published electronically.

091They have to be printed and then they have to be submitted or reviewed or personal information and redacted if necessary for three years worth of records. That is an enormous project. It's not a matter of going into boxabout storage and making photo copies. It's it's much more exhausted than people might think. Uh this director had also referred to the uh board policy BBA where which authorizes directors to request certain records and that is factual. But when those records are extensive, um the I can't remember exact. It's not a already generated report or survey. >> If it's not an already generated report or survey, uh the board has the opportunity to say no to that makes sense. >> There's actually also referring to the policy >> law overrides policy. I have seen the log over. Um,

092one of the other items that comes up is the authority and responsibility of of board members. So, just taking this out of policy BBA. A board member has the authority to act in the name of the board when authorized by a specific board motion. The affirmative vote of the majority of members of the board is required to transact any business when authorized to act as the district's designated representative and collective bargaining. A board member may take and accept proposals and bargaining subject to sub subsequent board approval. I want to reiterate this board approval as as body is carried throughout this policy. When expressing personal opinions and public, board members should clearly identify the opinions as their own. Uh and members will be knowledgeable of information requested to board action supplied by the superintendent gain through

093attendance at district activities through professional board activities. Uh an excerpt from request for information. Any individual board member who desires a copy of an existing written report or survey prepared by the administrative staff will make such a request to the superintendent. A copy of the material may be made available to each board member member of the board. Requests for generation of reports or information that require additional explanation. Action on complaints or requests made to board members. When board members receive complaints or requests for action from staff, students or members of the public, board members will direct staff, students or members of the public to the appropriate perform policy and then such information will be conveyed to the superintendent and the board members relationship to the administration. Individual board members will be informed about district's educational

094program. May visit schools or other facilities to gain information and may request information from may request information from the superintendent. No individual board member may direct the superintendent to action without this agent. This talking board members will not intervene in the administration of the district or schools. >> Thank you. I'm sorry. I have to go to the bathroom. Please take a break. 10 minutes. I'm so sorry. I'm sorry. back in the session. >> Yeah, I missed one page and that was the um regarding the complaint submitted by Chrissy Woodward. Um and again, we had substantiated the complaint in the meeting, but we didn't write the public record. Um noting that no guns were missing. We did change the language from missing but we didn't um there was no evidence of misappropriation. Um the district has

095adopted a new SOP for the management of credit cards and using district credit card and procurement cards and this SOP was in place prior to the 914 board meeting. Additionally, the board acknowledges that any questions or concerns of this nature should have followed policy and procedure and have been addressed directly through the superintendent privately instead meeting. Um, and therefore the board apologizes to CFO Woodward and the business office for not intervening while those statements were in process. >> I'm positive. >> Okay. Uh number seven, public comment. The board welcomes and values comments from the district p patrons that improve students education quality. The board at the discretion will recommend email comments sent in 72 hours in advance for the board meeting. The board comment is an opportunity is an opportunity is not open to discussion

096debate or dialogue between the speaker and board. It's the citizens opportunity to express opinions on issues of the school board. We must require that these complaints go through the administration for resolution. Comments made during this session must be made freely uh of must be free of abusive language and personal accounts on district personnel and not direct directed towards any department which due to the low staff and would amount to an attack by effectively naming different personnel. We also ask that presentations be limited to three minutes per person and no more than 30 minutes for total public comment. if you would please state your name and if you're a resident of the district or not and I get this and Patrick Berkeley got it right our clock >> well I'm start hi Patrick Berkeley resident of

097St. Allen's a district patron uh former school member board member 25 years ago served with um back then and recently retired employee and um currently serving as a substitute. I had I just want to say the the last uh tomorrow I finished a three-week stint at Columbus City with a first grade class for a teacher who's was on leave and um it has it renewed has renewed me in my my teaching. um when you have uh when you can convince uh first graders sitting on the carpet to sway back and forth going a wee away uh and going so uh on more serious matters I'd like to just make a few comments about finance and budget and yes of course the accountability is is is important and I do admire uh Director Russell for working

098through that. I admire what I've heard today from Director Smith Reed concerning trying to uh admit to mistakes. Um I just would hope that in the future everyone if you're mad be mad. But when we talk when when we come before the board you are making the job and you're upset and putting people off and stuff and I don't think anybody here has done this but it has happened. You make the teachers job more difficult. We already deal with that. Anyway, I want to make a few quick things here. Portland 50 million deficit possibly. U 30 million. Springfield just laid off 27 licensed teachers 2.3 million. Salem Kaiser facing 25 million. There was some comments in on on a Facebook site uh that may maybe try to tie the uh credit card issue with a

099$5 million deficit. There is no no connection with that. All of that happened on the previous administration, previous good faith efforts have been made to try to restore that. There's obviously, yes, still some disagreement. I've been hearing though today I have some more hope that there is going to be you ongoing reconciliation or coming to agreement but there is no connection. The $5 million deficit is a deficit that is being faced in proportional means throughout the state of Oregon. And if we want these first graders to be taken care of and loved and my wife who is an instructional assistant at Lewis and Clark, if we want those kindergarters that have 12 years of great experience at St. Helens High School, folks, we've got to come together with some grace and empathy. Good. I didn't

100>> Oh, I have Thank you. >> moving on. Item eight sent agenda on individual based meeting. She has received all material. All financial reports are available for review by the public in the office. >> That's right. because they didn't they closed the they closed it um it wasn't announced on the agenda that you have to be here at a certain time where they would pull the forms for you to fill out and so they pulled those forms. I understand that you guys weren't aware of that and I apologize it sounds like a lot of you will not be able to share tonight. Some of us have worked really late. >> I know. And I've tried to advocate for you and I know that it's very important for you guys to be heard. Um, and I

101apologize. This was not something I had a say in. It was not something I had a vote in. >> It's not on the agenda. >> I am speaking for me. I am not spoken for everybody. >> It was not on the agenda. I understand. >> Like everybody does. >> Historically, they have 11. >> The board considers consent agenda items routine business and will be enacted by the board in one motion. There will be no discussion of these items at the time. the board on the motion unless the members of the board, staff or public request specific items to be discussed and or removed from consent agenda. 8.1 meeting minutes 8.11 from December 10th, 2025 regular session 8.12 December 10th executive session 8.3 8.13 January 14th 26 work session 8.2 to HR performance. >> Can we

102stop here? >> Stop. I honestly I just because right now like really we're just trying to hear people. I feel like we have 25 minutes left. What is the problem with just hearing some people we have five minutes of public comment? >> Why are we >> because we're trying to follow policy and if we don't and and I get it >> and it was but if if moving forward if if it's better if we write it on the agenda then maybe that's what we should do moving forward. We are for for all clarity here we have been trying to follow and get better at following our policies while we're doing things. But >> I feel like if we have 25 minutes left, I feel like personally, if you want to take a vote, >> I

103think we should. >> I feel like this side of the table would vote. Yes, >> I think you should. >> If we're going off of the agenda, can I just say I move to add >> I'm glad they listen to you, Christine, because I can't seem to get it done. But I'm only just loud. I mean, I'm not trying to be disrespectful. I just know >> I had just asked the same thing and was really shut down. >> I've literally because because truthfully, it's not you. I know that it probably feels that way to you. We have been given so much hard time for not following our own policies and we are all trying to just be better about that. >> That's the policy. If you feel like we need to have a conversation about

104this moving forward about how we do our agendas, then let's have that conversation. But >> no, I'm just honestly I'm just glad that they will listen to you and I think that this is smart. >> Okay. >> Oh. Um I move that we allow um public comment. Uh even >> just that we allow >> that we allow it >> for tonight without the card and moving forward we will like uh put it on our agenda that it's closing >> to have your comments in before >> and I think if we can close it at like 15 minutes after the meeting starts instead of right at people are rushing to get here. >> Any discussion? No, I think we just accidentally Sorry. Uh, Director Walker. >> Hi, >> Director Russell. >> Hi, >> Director Killings. >>

105Hi, >> Miss Chair. >> Hi. >> And I as well. >> So, um, can I is the lady still here? I think you're talking about >> until the end though. >> I do have a public comment if you want to go ahead. >> I'm sorry. She just brought something up to us in minutes. Sorry. blog about >> Hi, my name is Mindy S. I'm a community member. My three children were uh raised going to the same home school district. All of them are productive members of society. I am deeply concerned about the current vacancies on the board on the budget committee and the growing lack of transparency surrounding how the St. Helens School District is spending public funds. Reading that staff time is being build overtime simply to retrieve public records is troubling and reinforces

106the perception that access to information is being unnecessarily obstructed. These concerns take me back to a budgeting meeting my daughter and I attended prior to the high school bond being placed on the ballot. Community members were invited to participate in what was described as a collaborative pro process to determine project priorities and the appropriate bond amount. We were placed into groups right over here at um Plymouth School asked uh to rank proposed improvements ranging from science labs, auditorium, seating to tarp, athletic field, shop programs, expansion using budget tabs. We were told the total value of these aligned with the proposed bond amount. Then we went through mult multiple rounds of removing items to distinguish needs from once. However, even after substantially cutting items, our remaining gutted version still exceeded the proposed bond total. When my

107daughter raised a concern with the consultant facilitating the meeting, it was largely dismissed as this is just an exercise rather than acknowledged as a legitimate budget inconsistency. We left the meeting with a clear impression that the bond, if approved, would generate sufficient would not generate sufficient funds to complete the stated scope of work, let alone accommodate for differing priorities expressed by various community groups. This raised concerns that the funds could ultimately be diverted to items outside of the original intent of the bond, improving structural safety and directly enhancing student learning and workforce preparation. As a graduate of St. school district. My daughter vividly remembers ongoing issues such as asbestous concerns when ceiling tiles fell in the middle school classrooms and oil boiler failures at the high school where students could see their breath during winter

108classes. These experiences precisely why we participated in the bond dream session. Unfortunately, we left with the process lacked canandor and function more as a presentation than a genuine budgeting exercise. Given this context, I'm confused and concerned to see replacement of turf football soccer field listed in tonight's meeting packet. If bond funds were insufficient to complete the original high school remodel, how are these now funds available for turf replacement? If these funds are not coming from the high school bond, where are they coming from? Finally, why are the taxpayers who fund the district unable to receive clear, straightforward answers from the St. school board, the body elected to serve as a bridge between the public and those spending public money. The continued lack of transparency combined with what feels like censorship and the use of records

109requests as a delay avoidance tactic has ended corruption from the community. >> I got to let you finish your time. >> We are not asking for anything unreasonable. We are asking for clarity, accountability, and honest communication about how public funds are being spent. My name is Nicholas Helm, city of St. Helens. Want to comment on the kind of the preamble about what you can and can't say in public like this session. If you want to cuss, you can cuss. Obviously, threats, you know, there are limits to freedom of speech. I know tried to make it to where you couldn't call people out or say specific names. They were met with potential lawsuits. Um, Oregon public meeting laws 192.610 610 to 1 192.690 um requires that a quorum of a governing body must not discuss, deliberate

110or decide on public business outside of an announced open meeting, recent updates or proposed changes aimed to increase transparency and address and regarding uh serial communications. So like text messages, emails, things like that, being publicly elected officials, you really can't talk about like adopting a different policy without it being within this setting. I was on the partial trust commission. Even though we're not even elected and had really no power, we were held by that same public meeting law. And I also want to talk about having to fill out a comment card. It could potentially be an ADA issue because if someone's illiterate or they have some sort of disability that they can't write now, they can't have a potential, I guess, a a soap box to stand on to talk to their elected officials. So

111that is potential ADA or amendment violation. Just want to put that out there. I definitely don't envy what your jobs are because I know you're public. You're getting scrutinized on every different angle. It's kind of like being in management. You know, you have hundreds of eyes on you rather than just working. So, just please check carefully. I'm not threatening or I'm not going to sue. I don't know lawyers. I think lawyers are part of the problem if I'm being honest with you. But just have to be open to dialogue and people they don't agree with you because that's why we put you in this position. So, please just I say get rid of the comic card. Get rid of that saying you can't Thank you. Nice job. >> Um, dear members of the school board,

112sorry. >> I am a parent. I am a taxpayer and I'm also an employee for over 20 years um serving this district and its children. In light of the more than $5 million in proposed budget cuts that will have a massive and lasting impact on our students and staff, I was truly shocked and appalled to see the replacement of high school term um in the most recent board packet. At a time when we're hearing rumors of closing schools, cutting sports programs, um, further reducing already strange services, I was honestly as a parent bored of athlete support. Um, our schools are operating on a barebone skeleton crew. Staff were overwhelmed. students needs are increasing and staff um injuries to both students and staff are real and an ongoing concern. Given all of this, I have to

113ask why this and why right now? Please help me and help our community understand how this expense can be justified at a moment when we're facing such grave and painful cuts elsewhere. Um, I think my questions I have regarding where the funding is coming from is answered, but I want to know how does this align with our priorities of supporting students and maintaining a safe learning environment and retaining the staff who serve our kiddos every day. I've personally spoken with numerous high school athletes who played on this turf just this fall and um they consistently report that the turf is in good condition and is functioning just fine. This makes the timing and necessity of this project even more difficult to comprehend. Additionally, I'd like to personally thank for chair Russell for being a voice

114for those of us who feel unheard. Uh the concerned staff who've repeatedly been injured and in some cases permanently disabled um in the line of our work as well as the many concerned parents across our district. Your willingness to speak up and ask hard questions does not go unnoticed. and it's deeply appreciated. I'm asking sincerely and urgency urgently for transparency and explanation. Our community deserves to understand why this decision is being considered right now of all times when classrooms, programs, and entire schools could potentially be on the chopping block. This choice feels disconnected from the realities of our students and educators or from our students and educators, the issues that we face every single day. Thank you. Guys, my name is Ashley Chrisner. I am a parent St. School District. I'm also a risk analyst

115for a living. Um, I'm speaking to the item titled executive session news media attendance policy resolution. This resolution appears on tonight's agenda without any prior discussion I'm aware of without any explanation of what problem or even what foreseeable problem uh it aims to solve. If there was an earlier public discussion helpful for the board to identify uh when and where that occurred I think Russell said that this new proposed resolution is three pages and I counted seven and I don't know of another policy in your guys' handbook that is seven pages long. So, think of this as a resolution to the existing policy. It's crazy. Um, in my opin standing alone, the resolution would raise concerns, but it doesn't stand alone. Over the past year or so, the district has taken repeated actions that narrow

116public participation and concentrate authority away from the board and public board meetings have been restricted. Community members have been removed or trespassed. Public contact procedures have been uh public contact procedures been adopted or proposed that conflict with the existing state public records request been obstructed through delaying sets of redaction um and resistance that required outside review to resolve. Complaints have been minimized or ignored. This resolution fits squarely within that pattern. Policy creation is board responsibility and it requires transparency. Yet this proposal shifts practical control away from the board and toward the administration by predefining who qualifies as media. Imposing uh application requirements investing enforcement and exclusion decisions with the district rather than with the board. Executive sessions belong to the board. They are a tool for the board to exercise judgment, provide oversight. They do

117not belong to administration. Any policy that resets access enforcement at board discretion fundamentally alters that balance. This reference uh resolution transfers authority written forward. To understand why this matters, I'll give an example. The Nevada report was an independent investigative report commissioned with public funds last year. The district resisted releasing it for an extended period of time after the same or longer period of time. Um disclosure occurred only after appeals by the Oregon public broadcasting and by me. When the district attorney ordered release, they sided with the public um for transparency and public interest, not the district's narrative. After that, in a formal complaint, the district chose to release unredacted to the media to multiple media sources. A district administrator made statements about me. I mean asserting that I coordinated efforts to release the report and

118framing this lawful public records advis advocacy as an attempt to disrupt district operations. Those are the administrator's words. Using public records process is not disruption. >> It is the process that the law provides. It was independently affirmed by the district attorney. >> Thank you. In a rare instance, except for Kim, I voted for all of you. Um, that rarely happens. Either the people I vote for don't win. You did. Congratulations. I voted for change. And I'm not seeing a lot of change except from Russia. I'm Michelle Russell and uh it's very disappointing because I really did believe that the people I voted for would would in fact support change. Um I want to just correct a few things that you mentioned during your presentation. It is false that you have to print a document and

119that it only can be printed. There are multiple ways of anybody that has a computer to print to a PDF file. You do not have to print it to paper. That is not rocket science. That is available everybody and for free. So it's just frankly false. And the credit card statements, while I did appreciate Miss Woodard, I don't know if she's still here, come to me and told me personally about what the expenses involved in getting credit card statements. I think it's a matter of communication between the board and them and to process. I should say it's very complicated process that you have to try out PL and it's a different system. Again, not does not have to be printed. It can be printed electronically, but it's also I think a matter of inexperience on

120everybody's part of knowing what to request. There is no reason why the credit card statements cannot be given and it's trustful period. That takes no time. They're there and available. If in fact after she gets those credit card statements and I think that you did request for all the documentation and I think that's the problem. Maybe that's just a matter of communication that you thought I should have had. Shouldn't take one of us to bring it up. Say this is an expensive process. I will give you all the credit card payment which she obviously has the right to see. And if you see in fact charges to porn palace and you would like to know the documentation for why there's charges to porn palace, then you can request those. You don't need to see every

121single documentation for every single item on the list. you can do it individually, but to withhold the credit card statements from her there does not make any sense. I also just as a side note want to tell you that I think your numbering system for your board policy is absolutely ridiculous. This BBBA use a number for God's sakes like everybody else and just take section 12 get with the system. And then I also want to tell you that um the comic cards I also do is ridiculous. I'm glad that you changed your policy about saving the restrictions were there because I was going to sue you if you tried to restrict the comments to say what's on the board because that's illegal and frankly anyone with a dime in their pocket has more money than

122you at this point in time. So you couldn't have afforded a lawsuit. >> Also want to that >> and you're sorry. >> I just want to mention that the board is the boss. >> Yes. >> Not your superintendent. And anytime I understand that role, you are boss and she is here as your employee. >> Sorry. >> Anybody else would like to speak? >> Moving on to it. Did we actually go over the weather? >> I thought that was Did we Did we vote that down? >> The weather >> the inclation. Okay. >> Oh, there. >> Yeah, we were. But that's okay. >> Consent agenda. The board on individual basis prior to meeting has reviewed all material. All five reports are available for review by the public in the business office. The board considers consent agenda

123items for team business and will be enacted by the board and motion. There will be no discussion of these items at the time the boards on them reports on the motion unless members of the board, staff or public specifically request information to be discussed and or removed from consent agenda. So item 8.1 meeting minutes 8.11 December 10th 2025 exe regular session 8.12 December 10th 2025 executive session 8.13 January 14th 2026 work session 8.2 HR reports 8.3 financial reports 8.4 4 updated supervisor superintendent evaluation timeline 8.5 ODA grant comprehensive literacy state development that's been corrected >> I am >> I the motions but I do have um want to place on the right that I do have things I want to discuss on this before we vote to set the agenda as >> or I make

124a motion to not accept the consent agenda. >> Do that after we get a second to then we can discuss it. >> Discussion. >> Okay. >> So, um I wanted to talk about the financial reports um and some things that I noticed that were a little concerning. We had some pretty big swings in the month of November and December. Um, and I'm I'm not I just want to be clear fluctuations in payments do not automatically mean overspending or wrongdoing. However, with the understanding that time and the timing of vendor invoicing and payments, the board cannot accurately interpret what these reports are telling us. These monthly reports are cashbased snapshots. They show when payments were made, not necessarily when services were provided. As a result, delayed or batched invoices can make a month appear artificially low

125or unusually high and when underlying costs are are even when underlying costs are steady. So this matters because the board relies upon these reports to make we need to understand real cost trends, make informed mid-year budget decisions and assess whether the district is on track to meet year end obligations and fulfill its fidiciary duty responsibility to the public. Without clarity on timing, the board risks reacting to accounting noise instead of facts and missing genuine issues that are masked by payment practices. So, I'm going to give an example. Transportation. Do we normally pay them monthly? I think we pay them monthly. >> Do we pay them monthly? >> Yeah. >> Um, yes, we normally pay them monthly. >> Okay. It's about the same time every like the same amount every month. >> It just depends on

126whether we're happy to look into different line items that we have questions about or need clarifications on. So if we get an invoice that we have questions on, there may be a little bit of a delay. >> Okay. So um and what about legal services? Same thing monthly as invoices arrive and get approved. >> Okay. So, I noticed that payments totaled approximately 262,000 in October, only 26,000 in November, but then it almost doubled in December um to 463,000. And given that transportation is pretty predictable, daily services that strongly suggests invoice timing or batching payments rather than operational um change. Um and the board just needs clarity. I need clarity. I won't speak for the board. I would like some clarity on which service months are covered by those December payments. Um the legal services kind

127of the same thing. Payments exceeded $5,000 including approximately $17,000 to Garrett even Robertson and PC and then $7,000 to Cedar Law. No legal legal vendors exceeded 5,000 in November. uh which is interesting because there should have been in December approximately 30,000 so again doubled as if we kind of just I'm not saying that's what I just am trying to understand um without service period detail the board cannot determine whether legal activity increasing or billing timing shifted this is the same thing with the charter school payments for Arthur Academy I won't go into those but essentially the same thing is happening. So for governance context, payment timing is key and it allows the board to translate financial reports into meaningful oversight. These questions are not accusations. Um they are basic governance tools necessary to ensure transparency,

128sound decision making and public trust, particularly during a during a time of real financial constraint. So, what I'm asking for is the monthly vendor summary showing service period and invoice date, payment date, and amount. The monthly credit card summaries by budget, category, and department. When we get a credit card payment and it says $70,000, and all we see on that line item is $70,000, we don't know what services were build under that. So, as the community, like as our budget, as we're looking at our budget, we don't know if that was funding for our teachers, um, what expenditures was that 70,000. So, we just don't have any of that information to know what we're spending on our budget that's necessary or that's over expenditures. And so, when people wonder why I'm so stuck on those

129credit cards, it just all adds up. Let's just take a $100,000, which is what we were looking at last year with all these extravagant spending. That's two IIA positions. That's two bodies in our classrooms that we desperately need. If you talk to these teachers that are here today, so when we pretend that $70,000 a few years, yes, it was a few years ago, we're fixing it now. But how do we know what happened then, why it happened, how we fixed it, and that it won't happen again? Because it's really odd. So, we just need to make sure we know what line item those credit cards go under. Um, so then year-to- date legal totals by the firms, clear explanation of invoice batching and acural practices. Those are the things that kind of were a little

130concerning. But then the other thing that's pretty concerning with that is that now we're 5.7 or 5.2 million in the hole for deficit. And a month ago we were sitting here and it was 2.7. So was it different? Please correct me. I don't recall. Okay. So um given what I've been told is that it was cola and pers and it cola pers and all you know things that we should have already known 12 to 18 months ago that were going to hit us this year. It should not have been a surprise come December, January that hers cola teacher step increases. There is no way. And if we only knew about that last month and if the superintendent only knew about that last month to kick us up to the $5.2 million, we have a huge

131red flag for oversight and governance. That should never happen on our watch if we are doing our budgeting properly. That lands on us. It lands on us not asking the right questions, not asking for the right documents to be able to say, "Oh, whoa, whoa, whoa. They knew 12 months ago what FERS was going to come forward. They knew 12 months ago. They you didn't know that. You guys don't have forecasting for that." >> So that is going to speak to this during the financial. >> That's okay. So if we don't have forecasting for that, we should. It's not something that we shouldn't have forecasting on. It's doable. And so it's concerning to me. We're a new board and I want to move forward with the right things in place. And so I would like

132to move forward with proper forecasting so that this doesn't happen to us again because those are things that could have been forecasted 12 months ago if done the right way. Um I'm not saying that you did it wrong. I'm just saying we didn't do our oversight and that lands on us, not you. And so I just want to make that very clear. It really should have been something that we made sure was going on and 12 months ago we weren't here. >> I'm almost done. >> Okay. I'm sorry. >> Um I'm just This is a big deal. I mean, the whole community's been hearing about it and when I hear that it's because of curse, >> it it it should have been known. I would I would like to know when you first heard about

133it because that's something you should have known the day you started and looked at the budget for the first time to say, "Oh, wow. On top of this, we're gonna have PERS increase. We're going to have COLA increases." And it all should have been made very upfront instead of all of a sudden in December falling another $2.5 million in the deficit. So, what major cost drivers in um were already known and reasonably estimated assumable when the board was told the deficit was 2 million? Uh was there an earlier projection? You're saying there wasn't and if not, we should probably know why. Which parts of the increase are truly information and which reflects costs of what are already coming where we're already coming. Um, with this specific jump specifically accounts for roughly $2.5 million change in

134one month is the change due to new cost corrections or earlier projections that were completely off or change in revenue assumptions, forecasting and disclosure. What multi-year forecasting processes is currently in place? That's really important that we figure that out. It sounds like there isn't one, and that is that's a little frightening to me. That's why we're in this position. And I think that's why if we look at Portland and we look at all these others, I think we've been told to just sit here, say yes, and not ask the hard questions that call out these mistakes and the budgets that are made that all of a sudden they're 50 million in debt and everyone's saying, "But why did I not catch it?" Because none of the board members sat up here and said, "I need

135to see these documents." Because instead, they get yelled at and said, "You don't get these documents. you're asking for too much. It doesn't make sense to us. This is oversight. And when we don't do it, you have Portland, you have all these other places that show that oversight was not done. And I refuse to be one of the board members you guys voted for to sit here and say, "I'm not going to do oversight." So when I asked for these records, this is why because we have ability to forecast these things. We would have known 12 months ago. And I think that's so important. And so what is the threshold for notifying the board when financial projections change materially and at what point was the threshold crossed in that situation? Um anyway, I would like

136to have a deeper discussion and put this on the agenda for the next um work session. I think it's incredibly significant that we don't have these forecasts. And I think this is why we're seeing so many uh school districts in trouble because people are too afraid to stand up there and ask questions because they get retaliated against. We get cease and desist orders. We get attacked internally that our families. It's been one of the most excruciating things that we've experienced. And this is a volunteer job that I've been told that I I'm doing this because I'm wanting to sink this district and that I was not going to get votes on what I brought to the table because that was the rumor. Not because I had good ideas and wanted to save this district, but

137because I was out to save it. But I hope that you see that the questions I bring forward only better our district. And if we start looking at them now and start making these changes now, we can fix this. We can move forward in the right direction, we can work together and we can understand what they're doing instead of taking their word for it. And I'm not saying your word is wrong. But when do we ever just know a budget? You got to know how to run a budget because we're not running it. they are and it is our job and when it falls apart they are not going to be the ones. It's not going to be an administrative office that gets the blame. It's going to be these board members. So I ask

138that that be put on the next ag uh work session. >> That was going to be my suggestion. >> Thank you and I appreciate you allowing me to take that. Are you because we're discussing the consent agenda. Sorry 8.3 >> I am >> and then also um the superintendent role uh of 8.4 before uh >> the timeline, >> right? The timeline. >> Yeah. >> So the concern here, so the superintendent evaluation is a board responsibility and under Oregon governance norms, the superintendent is evaluated by the board and the board alone is responsible for setting the evaluation timeline. Nothing came to me to change this timeline. It was supposed to be on the schedule. Nobody voted on changing it. Um it was just set. So there we do not we determine whether an external facilitator is

139used and approved any changes to the process. We are 5.2 million in a deficit. We need to stop using OSBA at every corner. That is a luxury and it is not something that we can just have at every time. We need to do something. >> Then just point of order. If you want to discuss the time you need to >> that's fine. the but I'm but the timeline is because the OSBA couldn't be here. That's what it says, right? That you couldn't get OSBA to be here tonight and so we were changing um >> next week, >> right? And so we're changing the agenda. So just with governance if the superintendent selected the evaluation timeline facilitator or mand date changes due to OSBA availability without board discussion and we're having a vote. Um it raises

140governance concerns. So I just want to make sure that we're discussing this and understanding that it is our role and we do not need a facilitator to continue uh with that. Um I'm wondering when and how did the board approve the superintendent evaluation timeline? Did we approve that at an earlier time? >> We also approved using the OSBA evaluation when we were at the work. >> Okay. So I would like to think about that and understand the cost of OSBA because we are spending a lot of money. I I think we should be not having uh a lot of these memberships right now. uh they are a they are luxuries and we are we should be making cuts in these areas way before it's facing students in their classrooms and we have not done that

141we started in the classrooms and we have a lot of extra up here we should be cutting COA we should there's it goes on and on so anyway I think we should rethink that um but that was my discussion on that and I just think it's very important that we look at those things. Um, one of the things and I have no idea what the cost would be, but I do believe that we can look at that, >> but to do a superintendent evaluation when none of you have done one before, we probably do need to have a training together where we're all on the same. >> I just I understand that, but I think there's a lot of ways to educate ourselves and we do not have the money. And when telling staff to

142stop using paper or we it's a luxury. Figure it out. >> I know. But there's lots of other resources and it can be done. >> And then is the grant on there? Is that the one the grant is on? >> So then the last one, I know I'm taking all your time. It's on the grants. I just had a few questions on that and I think maybe Karine you might be able to help me understand it a little bit better. Um, this amendment it looks like it converts what is initially a one-year grant into a 5-year program and it increases the maximum funding of approximately 150,000 to more than 750,000 through 2029. Did the board authorize like I know that we need to authorize that acceptance and that size and the duration but only the

143first year funding is guaranteed. If you look at that what I read is only the first year is guaranteed. Years two through five are contingent on future federal appropriations. This is a federally funded grant. It will be dispersed through the state. However, our federal dollars I just don't want to depend on them. next year. I understand how important this is, but I don't want to depend on something that we're only get 150,000 and are expected to have 750,000 and then we don't get the rest of the money for it. So that was really concerning to me and so I thought maybe if you could explain to me so I could understand a little bit better like how that would look. >> Sure. Thank you. Um I'm >> Yeah. >> Am I off? >> So um

144all of our grants are never guaranteed, >> right? Okay. So when we have that and that and they're not guaranteed and we lock into something that we need to come up with 750,000 or we box the word. >> So we don't come up with 750,000. So the grant is $150,000 per year. they've extended it. I haven't looked at this one in detail because I don't do as much with grants anymore, but that's my background. Okay. >> And um so when they're extending it, they're just extending the years that those funds are available to us. Yes, you're right. They may come at they they may come next year and they may say we don't have federal appropriations at the state level. They don't have the funding from the federal government to be able to fund those

145grants. All of our grants are subject to that. And we could get all of any of our grants could be cut at any time. Great. >> So we make we make plans for those grant funds that we also um make contingency plans. Okay. So if we get these funds, this is what we're going to do. What are we going to do if we don't get those funds? >> Perfect. That's what I want to know. >> Yeah. Will you bring the contingency plans to us since we're looking at five years or whoever would do that? >> I don't have the budget. I don't know if I've seen the budget. Jeff and Jeff. >> Is that a fair >> I feel like that's fair just to understand. I just don't want to get us locked into something

146that we don't have a contingency plan for that the board isn't aware of. >> Well, and I and I think that the contingency plan is so let's let's say we were going to hire a licensed staff member with those funds. I without looking at the details of the grant, I don't know if that's allowable under that grant. The grant is very finite in what it allows and so we will make a budget and a plan based on what we um feel is best within the guidelines of the grant to use those funds in the best use for students. And so if we don't get those funds, then we wouldn't be able to make those plans. We would know that before the year starts so that we wouldn't, you know, that staff member or that position.

147>> So we wouldn't have to come up with those funds year two through >> and I think it could just be a contingency plan on that. I think that I would feel a lot better just so that we know that we're not stepping into something bigger. >> That's a topic for the work session, too. >> Yep. >> Perfect. >> Yeah. Thank you. You guys, can you can you help me understand why >> Sorry. >> No, I I just have I just have a question back >> how the contingency plan isn't I'm not saying it's not good to have. I'm just trying to understand >> why I need it. >> Yeah. Uh, I just want to make if I just don't want to lock us I if I'm gonna vote for this, I want to feel

148good about moving forward with it and see the contingency plan so I'm not voting for something I can't see. >> Is that is that >> So you really want to see the budget? Like what are we going to use these funds for? >> No, I don't I trust that you will use them for what they're needed. I want to make sure that whatever they're expected for, if there's a contingency plan, you're going to be able to say, "Oh, if we don't have these funds, >> I guess I just want to see how what we're going to do." >> So, you want to know like if we don't get these funds, we're going to try and fund this position with general fund. >> Correct. >> Or if we don't get these funds, we're not going to

149have that position. >> Thank you. That's I am okay. I trust that you guys do with the budget however you do. That's not my job, right? I just want to make sure that if I'm voting on it, I I just know exactly what happens if and in most cases, I will say with grants, if the funds don't become available, um especially in tight budget times that we're in, um then those positions or those services or those things that we were going to purchase with those funds just won't happen. >> Yeah. And usually when we post for positions that are grant funded, we say that there's a tendency that this is only through this year. >> I just know that with that ESSA funds, a lot of people had issues with that, right? Like everyone hired

150all these people and then they overhired and then they had all this co loss money. And so I I'm not I just I just wanna I just want to be careful to know what I'm voting for. >> Thank you. Yeah. Thank you so much. That's all. >> Well, that was on the agenda that we discussed. >> I'm at a loss. >> The board approves the consent agenda as modified. >> Yes. >> What's being modified? >> The only thing we're making is 8.1 all the minutes. That's what's in the agenda after this discussions. But we're adding we're adding financial some discussion on financial reports and an updated uh timeline and um >> information to the work. >> Okay. >> Any other >> So are you gonna say it say the whole thing? >> Why say it

151like that? Well, he does or somebody >> I move that the consent agenda be approved with the removal of 8.2 HR report. No, sorry, that one's fine. 8.3 financial report, 8.4 the updated superintendent evaluation timeline and 8.5 the OE grant for comprehensive literacy state development. And those three items 8.3, 8.4 for any five be added to the work session. >> Nice job. >> I second that. >> I'm so happy to do that. Thank you. >> Nice job. >> So much easier. >> Okay. Go to a vote. Director Walker. >> Hi. >> Director Russell. >> Hi. >> Director Kings. >> Hi. >> Vice Chair. >> I was going to say no, but just to be funny, but I'm not going to. Yes. I >> I as well. >> It was so I thought it was funny.

152I always >> uh 9.1 the budgeting calendar. >> I apologize. >> Sorry. >> Um no, no, you're okay. You're the most important part. So uh again this is a draft of the calendar for the budget for the bud 2627 budget cycle. Um so hopefully you guys have had a chance to look at it but um it includes um theformational meeting which is kind of a training for budget committee. Uh a little trainingformational session um so kind of helping you understand what you're going to be looking at when you get the budget documents. What do those what are the numbers mean? And when I say numbers, I mean like what does function mean? What does resources mean? What do requirements mean? There's different terms that we use in the budget that um not everybody is familiar

153with. So uh it includes uh the interview if you have more than five budget committee applicants. Um and it includes also the notices um and with a backwards mapping basically of getting us to the budget hearing on June 24th so that we can hopefully adopt the budget on that date as it has to be adopted by June 30th. So um any questions on that? >> I think we have candidates. We have had candidates and we have three three applicants. Can we get five? >> We can operate with only three but we'd love to have five. >> Is there something we can do like social media promotion? >> We have done at least two social media um notices of budget committee vacancies. It was posted in the paper. I did do two postings >> um rather

154than just the required one. We're only required to do one, but I did two because we have five. >> Uh I don't think anyone wants to do it. >> I do think and I think the one thing that I would share if you're talking to people is I think people don't know what it means and they think they need to know about you know government budgeting budgeting and you know we'll help you through that process. So, um, if people want to serve, this is a great way to do it. Um, get in, come in, you know, you learn, ask questions, um, and we walk through the process. So, >> if nothing else, you can transition whole lot better. >> Any other questions? Thank you. >> 9.1 calendar. >> Sorry. I'm just curious. Do we go

155to all budget dates? >> Yes. >> Is there a motion on the budget calendar? Okay. I move that we accept action. >> Okay. It's been moved and seconded that we accept action item 9.1. Any discussion needed? Good. Uh, Director Walker. >> Hi. >> Uh, Director Russell. >> Hi. >> Director Kellings. >> Hi. >> Vice Chair Smith Re. >> Hi. >> I thought you said I might as well. >> Oh, no. I kind of >> um 9.2 relations resolution. >> Is there a motion on that one? >> I think we need to table that for now. >> Is there a second? >> Oh, second. >> Okay. Discussion. >> I think we already had it. >> Okay. >> Well, I was just that we do need to talk about it. So, yeah. Can we add that? I

156think that's you. >> I think it should probably be like a >> do the work session. >> A work session. It's a lot. >> Yeah. >> Get us all on the same page. >> Yeah. >> I love that. >> Okay. >> Do we have to take the motion to that? >> I move that the agenda item 9.2 meeting requirements resolution be table move to the work session. >> I second. >> Okay. >> Uh Director Walker. >> Hi. >> Director Russell. >> Hi. >> Director Kings. >> Hi. >> Vice Chair Smith Reed. >> Oh. I mean I sorry >> and I I as well and I think 9.3 >> I'll take this one too. >> Well, we already discussed that we were going to move it to the work section. >> Yeah. >> Motion. >> I

157move that the uh that we table item 9.3 and move it to the work session regarding the placeful turf build uh resolution. Second move and second. Is there any discussion needed? >> Okay. >> Director Walker. Hi. Director Russell. Hi. Director. Hi. Vice Chair Smith. And I as well. And now we're on to item 10, financial. >> Oh, I'm sorry. 9.4 on whether or not to add we are wanting to add the um public integrity and reaction to public comments to our to our agenda every month. >> Is there a second? >> Can we make sure that we like push that 15 minutes into the meeting? I feel like people are really rushing to get here and it it seems like they were just really frustrated that they lose an opportunity. Are we talking about those?

158>> I don't know. We're talking about like because we have not ever really like come back after people have had public comments and like you know we're all taking notes on people what people are saying and we're allowed to say thank you very much for your time >> and then you want to be Yeah. Yeah. Yeah. Okay. I want to have a time on our agenda at every month that we can say >> this is to address Brady Freeheim's prior comment on how our comment. Yeah. >> Was there a motion in a second? >> Okay. So, the motion is that uh the board's response to uh the special meeting of record public comments be a standing agenda item going forward. Right. We had a cool fun name, but I can't remember what it is. >>

159I thought it was cool. >> And she director Walker. >> Hi, >> Director Russell. >> Hi, >> Director Killer. >> Hi, >> Vice Chair Smith Reges I as well. >> Okay. Any other 9.5 9.6? Okay. Item 10, financials. >> Thank you. >> Um, so hopefully uh I have some other improvements I want to make to these reports, but um hopefully they provided a little bit more clarity for you. Um, so we'll continue to refine those uh so that you have what you need um as a board. So um I do want to talk a little bit about um the budget and where we were. So we we work in three years. So prior year, current year and then in the fall winter we start talking about following year. And so I understand concern that, you

160know, we went from an estimated 2.5 million uh deficit for 2627 to a shortfall to a 5.2 million. And I understand that concern. We're working with multiple estimates from the state level from grants to our state school fund to PERS and there are some things uh that we can do like a three-year forecast on PERS changes a lot and so we just received new PERS information in December. Um that is pretty scary really. I mean where we're headed in PERS is just going to continue to impact our budget significantly. Um >> so um >> pardon do you want to give the breakdown that you've been doing at the budget show? I don't know if everyone has heard that. >> Um I can but I don't have it in front of me. >> Okay. Um but

161I mean I can I can tell you what you know off the top of my head because I talked about it a few times. So, um, as we as I started looking at the 2627 budget and where I thought we were going to be, I made some assumptions and some of those were a 3% cost of living increase, which is for our um, collective bargaining agreements, a 4% step for those that qualify um, per again per our collective bargaining agreements. It assumes that the state school fund is going to stay static. a short session starts next week and so we will see. We're hoping that they're going to dip into the education um stabilization fund to protect education, but we won't know that the short session is over 87 million, right? Is that what I

162heard? >> Sorry. Does that sound right? 87 million in that reserve in the emergency. Yeah. And we haven't heard anything by all of that 87 million. >> We're advocating strongly with your legislators, right? >> Yeah. Yeah. That'll be part of the short session is whether you know what the state budget looks like and whether that whether we'll see impacts to school districts. Right now, I'm making an assumption that we won't see any change. Um, so, uh, it does assume a 5% increase to associated payroll costs. That's outside of PERS. So, just insurance costs, um, our taxes that we pay, uh, unemployment, those types of things. That that 5% can fluctuate year to year depending on who takes benefits, who doesn't. Uh, it assumes a 5% increase for all other expenses. So for instance, transportation is

163usually a a 6% increase per year, just our base that we pay them. Uh and then utilities are about 7%. So then other um expenses are going to be a little bit less. So a 5% average. Um it assumes no increase in revenue. And the first place we started is with 10 furlow days because that's the way we started this school year. We negotiated to add two days back which increased expenses. So that increases expenses for this year as well as next year where we sit right now. Um and also increases the contingency fund to um 5% versus 2%. So some of those things all affected as the course of conversation happened from the beginning of the year in July to December when you know conversations about making sure we had that 5% contingency adding

164back those two furlow days. Those things are all things that fluctuate and flex through the year. >> So that was something that we knew by November. So I'm just when did you get your assumptions for like the 3% the >> those are contractual? >> Those are those are >> so you knew those back in and those were what you were going off of. You received new information that made those. There was original conversations last year um as we were finalizing last year's budget and looking and and just you know uh broad conversations about okay you know we're doing this budget this year we're probably going to see you we're going to see increases we're going to see cost of living we're going to see steps we're going to see increases of first we don't know

165what they're going to look like and so that estimate really broad estimate at that time was around the 2.5 But things change. I think I think that's the one >> enrollment piece. >> Yeah. I'll talk about that. >> I I think the big piece to understand and I and um I just came back from an association of school business officials conference. I'd like to say that I paid for it all out of my pocket. did not use district dollars to pay for a penny of that trip because it's so important to me that I um that I learn and I learn my job well and I continue to keep up on PERS. We had a huge um actually they use St. Helen School District as an example for PERS which was good because I got

166to walk through line by line of our PERS estimates and see where yeah where we're going. Um please know that when I ask questions it's not saying anyone is doing anything wrong just trying to understand why um the forecasting is so off and um when I have made I it in my mind it should be something we would know 12 months in advance and so if if not are there things that we can do to get there >> I'll talk about that but I just want you I just want to make it very clear I'm not in any way wanting to attack you or make you feel like you're not doing your job or that you're doing a great job. I just want to understand so that I can do my job to the very

167best of my ability as well. Um so all those things considered those those assumptions that I just talked about we were looking at 2.6 which is where we were um in that initial estimate right that we have been talking about kind of all year. So, as I began to dig a little bit deeper into what we're looking at for next year, some of the things that are going to impact in addition to that 2.6 is the furlow days. We need to add back five furlow days in order to meet instructional audits. That's a cost of approximately $550,000. We um need to allow right now I want to allow before I heard my purse thing today. Um, I want to allow a 15% increase for her. So, >> wow. Have you had it at three? >>

168That's a huge cost of living is the collective bargaining 5% increase to associated payroll costs which is so everyone across the state is having the same impact with PERS and we are more >> impacted than some because of the site accounts. I think we've talked about that a little bit. We did two PERS bonds as a district in 2002 and 2007 I believe and >> do I have those dates right? >> And um and they're coming to the end of life and so if you think of it like an adjustable rate mortgage where you all of a sudden maybe have a balloon payment to get your payment down to what it needed to be in that first little period. Um, so where where we're at right now is we're coming to the end of those

169side accounts. Our PERS rates have been credited because of those side accounts. And I will say that our district has saved about $22 million over the course of those bonds. So they were worth it. Unfortunately, right now we're coming to the end with increased salary costs like you were talking about ESSER. We added staff. We increased salary which the PERS um actuarial valuations assumed a lower growth rate for for payroll. We had a higher growth rate. So all of those things drew down our site accounts faster than anticipated. And so we're going to have to catch that up and pay those out. So I have some thoughts on that um that we'll be talking about. Um but right now right now it looks like for the 2729 bianium we're looking at a 15% increase to

170our purse rates. Um and that's right now. So that was as of the December 2024 valuations which are the newest ones. Um we won't get 2025 valuations until next year. And so we'll continue. We're always in the in a rears trying to catch up to what the assumptions are at the PERS level. It's I may have Carol Samuels come out and do a presentation sometime. If you get it the first time, you're much smarter than me. >> Um it's super complicated. Um but I got some really good figures today and and I have some ideas. So, uh, I am I'm going into this budget with a 15% increase to PERS for next year. And after looking at the purse information today, a lot of that is going to be so that we're not in a

171huge cliff in a couple in a year and a half or two years. So, um, so right now 15% increase to PER. That's another million. >> Can I make a comment when you asked about the 20027? I just want to say was that actually was worked on ahead of those dates. That's when it went there because early 97 through 2000 was a financial nightmare here at the same time just like we're dealing with right now. We were hitting at least 2 million a year for three years straight. Um, but the other thing that our district had that a little was lucky is we had so many employees that I like I'd said first came in that they could retire which helped to bring wages down everything because it wasn't all the old employees. Okay. But

172when they retired, we didn't I did about white desk because there was so many people on the requirements and everything all one time when we did what she's talking about was to hopefully make that never happen again that our district would get hit with a whole bunch of people retiring at the same time when we could pull it off. >> That's where I'm saying the forecasting comes in. >> But yeah, >> so it's kind of like a 30-year almost plan, >> right? and and it worked well up until the last few years which have just been a little >> Has there ever been a 15% increase? >> We had a 13% increase last year. >> Okay. And so was is there a way to look at it historically? And >> that's what the PERS actuarial

173evaluations do is they go back and they look at our actual payroll growth um the uh assumptions that the PERS fund makes in their um investment earnings um compared with the actual growth. Like they do all these calculations that thank goodness somebody else does. Um, and so that's kind of what they do and that's their thankfully they, you know, help us figure out like what are and they set the rates for us. So yes and no. Like I said the the uh advisory rates they call it for the 2729 bianium increase our rates by 15%. So when we get our evaluations next year, we don't they said today that they don't they think that's worst case scenario. So that's good. Um but again they're they're making actuarial assumptions as well even to say that. So

174while they said today they think that's worst case, next year it could change what's going to happen in the next year. So it it can change. Does that help? Okay. Um and then the other big factor for us and um what really is going to impact our budget for next year is our enrollment decline. So I am estimating right now and I will continue to look at these numbers but I'm estimating right now that we're looking at 97 fewer ADM than we have this year than we're being paid on this year. >> Can I ask a question? is that I'm just hypothetically I believe if we shut Plymouth down, we will lose those students and I really hope that you add those butts and seats to that number because I don't believe those kids will

175succeed and they left our high school for a reason and I think we will lose those those butts and seats and I I really want that number to be added into it because that's what I foresee and I think to remember. Yeah. >> So that that 97 does not include any schools. >> Yeah. >> So what that means at $11,000 per student this year um and and will continue into next year again assuming no state school fund cuts um is another 1.1 million. So when you add the 2.6 six, the 550 for furlow days, the 15% increase to PERS at a million, and the 1.1 a million 1.1 million uh loss of revenue due to enrollment decline. We're at the 5.2. >> Okay. And that's before we decide to shut down Plymouth. >> That is

176not that is where we sit as we are today. >> Make sure we keep that in the back of our minds if we shut that school. But that's what I really and I bet if we asked the principal and the teachers of that school, they would stand behind that statement. So I want to make sure that that is remembered. >> Okay. But there it's lots of factors that go into what the budget reductions look like. We have to consider enrollment like any sort of impact on enrollment. Absolutely. >> Is the going to cause the direct opposite we want it. So it's all any >> Yep. But I just Yeah. Just wanted to make that. Thank you. So hopefully that helps gets us a little more clarification on the on the 5.2. >> Um >> it

177does. I just I guess I felt like there Yeah. So thank you for that. Um um so as we're looking at the financial reports, sorry I got a little sidetracked there, but I wanted to to talk about that. Um so as we're talking about um the financial reports, um you'll see that there's a revenue page. uh right now estimating revenue to remain about the same. So um as we continue with the school year that will you know I'll continue to watch those numbers as far as revenue coming in as far as property taxes coming in um timber tax or timber uh sales and the revenue that we get from that. All those things will impact the currently budgeted and estimated revenue. So we'll continue to talk about those. >> Do you have forecasts on that

178as well? forecast on like our our logging revenue or >> there is no nowhere to do like the the forest fees and things there's nowhere to estimate that. Okay. We get them when we get them and then we make adjustments. >> Okay. >> Glad. >> Yeah. Right. Right. In one way or another because the more um timber money we get, the less state school fund we get. >> Right. >> And I just asked because I'm new. Yeah. And I just really want to understand so that I can make some really good >> fidiciary. >> Yes. Um so I did so from budget to this estimate on revenue it was adjusted and you'll see this in the notes um to reflect uncertainty about the sale of property a fixed asset. Um the beginning fund balance is

179un audited still but higher than budgeted by 312,000. um current state school fund estimate is a little higher than budgeted. So if you go look at our state school fund estimate on the state site, it's a little bit higher, but because um of our enrollment, I'm I'm hesitant to plug those additional dollars in right now. So I'm holding those back right now, just so you know. Um it's not much 100,000ish, I believe. Um I can I I'll bring that number next month so you just know kind of like it's not in here right now. We could see that change, but we may not. Um, yeah, I would. So, I want to wait until at least the next state school fund estimate comes out at the beginning of February. We should have that in the next

180week or so, um, before I adjust those numbers. Um, I'm also working on a state school fund May reconciliation estimate to help plan for adjustments. So, I'm not sure if you're familiar with what that is, but each May, well before May, but it comes with our May payment. They'll determine, we make estimates on ADM, on property taxes, on uh all those revenue pieces that come in, transportation um expenses, high class disability, all of these are estimates that we have to put in in January for the following fiscal year. So, I just put in estimates in January that are from the 2627 school year. In May, they take our actuals and they make adjustments. So, our state school fund can be adjusted up or down depending on what those look like. I'm currently working on a

181reconciliation so that we're not hit with it in May, but we know about it ahead of time. So, um I will bring that as soon as I have that. Um as far as expenses, the first page uh is by object. So, is it salaries? Is it associated payroll cost which includes PERS, insurance, taxes, um all of those things? Is is it purchase services? So those are on the expenses page as an overall bigger buckets I guess. Um and you can see the graph of uh projected to actuals. Um I am now projecting an ending fund balance for the 2627 school year of um 1.057 million or 2.7%. So when we talk about percentages as far as ending fund balance we're at 2.7 again for the 2627 budget we would need to get that to five.

182Um, and I just want to point out that these new reports did highlight some areas for me to kind of dig into a little bit. So, it was a helpful exercise for me too to look at it um, a little different. You know, we look at the numbers in a variety of ways, but um, so thank you for finding these reports and I've worked with the creator and and uh um, so I've been working with the Ashland business manager to >> who decided that they were changing this? How did this come about when they were informed? >> We were requested. We had seen some at the OSBA conference. It was discussed I think in the October board meeting. >> Yeah, we brought it here. >> We talked about it, but we didn't vote on it.

183That's all. I just again bringing it to the whole board for a vote. It's just part of like we're working on doing things through policy. That would have been before we tell her to do something, it would have been brought to the table, voted on, and then done. It's just part of the that exclusion piece that is happening. >> I'm not disagreeing with you, but are do you think we need to approve what reports that she has her staff? >> It's for the board. >> My understanding is my direction about what reports I provide is is between is from Dr. >> Right. I I hear what you're saying. The board the board took her to her. >> So, we were all in this meeting together, right? At the OSBA, which you were also invited to.

184>> I understand. >> I'm not trying to be defensive. I am defensive. Yes, >> I understand where it came from. I'm back. >> But it is very fair to say that you guys met with her. >> No, we didn't. In a board meeting >> where we asked for a more informative financial report. >> Okay. >> No. So, hold on. Yeah. Hold on. >> Anytime the board brings something to someone to ask them to do it differently, it has to be voted on by the full board. >> The board didn't ask. We were She did. >> I asked her to do this. >> We discussed it like, whoa. We saw these cool >> Yeah. cool reports that would bring us so much clarity as a community on because a two-page board or financial report it was

185like reading Chinese right >> that's it wasn't informative and we were sitting in this Ashland thing and I leaned forward to Dr. Brown and I said, "Man, that'd be helpful for our district." And she said, "I agree." And then she decided and then we did discuss it. Here it is. >> I should bring it up. I just had no idea. It doesn't matter. My whole >> It does matter because I want to do things in a way that we all agree on. And if you believe that we made the decision, we didn't. >> Governance is type to oversight. That's all. >> Yeah, I agree. But she certainly if and doesn't need our permission as her >> coming to us the documents that are brought to us for oversight. Like I can't just ask her to

186bring me new documents. You guys want me to vote on that, right? >> I didn't ask her to bring those new documents. >> Okay. >> I I want to make sure I'm understanding you. I'm not trying to It feels like we're at odds, but I don't think that we are at odds. >> There's a lot that go on that goes on that um >> It's okay. It doesn't. It doesn't. >> I don't want you to feel like that. This was We were all invited and paid for and we're gonna go and nothing to do with that. It's not a big deal. I just >> It is a big deal to >> Yeah. Um It's okay. And I know that I mean I have a lot of different opinions with how the board is run and

187that's okay. >> It's okay. And sometimes too, I mean definitely but also for her is if it ends up she saws it or saws on its and she's talked about it or whatever if that ends up being 100 times easier. I don't need to vote for that. >> I don't think that Michelle is saying and I'm not speaking for you. I don't think she's saying shame on you for bringing these way better reports. These are these reports are way better just looking at them. We all know that. I think she is saying that this was one more decision that was not made by the board as a whole. Am I right? Am I Am I saying this right? >> Yeah. I'm not trying to put words in your mouth, but I'm just trying to like

188if I understand you, that's what I would say you were saying. >> Um, so page three of the document goes into a little bit more detail on the revenue. So the first few pages are more of an overview higher level and then goes into a little bit more detail on page three and then um page four uh goes into more detail on the expenses and actually looks at it um more of a line by line and you will see that there are some negative numbers there and I want you to understand why those look negative. So we report on a higher level. So, if you're looking at page four at the instruction level, we report on the 1,00 instruction level. Um, some of the fluctuations in so let's say um middle and high school uh

189middle and high school programs um negative 439 some of the changes to that and the high school program. But then there's um alternative education that has more budget remaining. Um the reason for that is that when we created the budget for 24 2526 um we changed the function for our art alternative programs including Plymouth and the virtual academy to be an alternative program versus a high school, middle school or elementary program. So those I need to go in. This is where I'm saying this highlights some areas that I need to go look at and make sure that staff got changed appropriately so that they are now out of that alternative programs function instead of still at the high school, middle school or elementary level. So um that's the reason you'll see some fluctuations there. Uh

190support services. So those um again are the bigger buckets but line by line. Um, when we do a more line item budget, which we will do for the 2627 budget, um, this will look a little bit cleaner. Uh, let's see. We did include some enrollment reports and I'm going to work on a better enrollment history of, you know, what what the history of enrollment has been uh, grade by grade so that you can kind of see some trends and and and that type of thing. This enrollment report is a pretty big report. So, and probably really hard to read because I couldn't figure out how to get it into two different pages um and have it still look okay. So, um but hopefully this is helpful information um and we'll continue to provide this but

191hopefully in a more um trend look um moving forward >> and this is available to all of the pellets. >> Yes. Okay. when you're when you're talking about trends, you're evaluating trends especially in terms of enrollment. Uh do you also evaluate like um economic factors or I mean like we had this whole co environment and then we had our you know legal issue and that probably impacted as well but um do you have any of those like u overlay data to to help predict future as well? I think I think it will be hard because those are going to be outliers, right? Those those years of COVID um last year may be kind of an outlier where we have to decide that we were in and um it will be hard to to put a

192number on those. So we may have to do a little a few configurations of okay here's if we took a actual numbers and trends this is where we'd be looking at. However, we think that maybe some enrollment has come back or we lost a lot of enrollment. So, maybe we'll pull out those years and do our um enrollment trends without those numbers in there. So, there may be a few things that we can look at and we can definitely talk about that as we look at that trend report. >> Are these reports um like you can modify them as we go and add different categories to them or >> Yeah. Yeah. Is there something specific here? >> No, no, not yet. But >> Relle is more or I think Michelle and Reed are more of

193the ones who really dig into the budget. And >> for me, this is No, I just got them honestly. >> Yeah, we can we can definitely um you know look at changes. Uh most of these are if there is an expense in that category, it's listed. >> So or a budget. These are like way cooler though. Way easier to look at. >> Good. Good. I'm glad. Um and then you know you brought up um some questions about the dispersement reports. I heard that. So um we'll continue to discuss that. Uh and I think that's all I have. Any additional questions on the potential reports? >> Thank you so much. Item 11, board reports. I'll start with the I have nothing. I will be attending the next budget speaker learning session. Sorry. I didn't want to

194cut you off structure. >> Yeah. I just I never got to put my statement on the record because I just want to make sure I have a statement. I do have a statement for the record. um explore governance statement interior reduction process. Um I want to see if we can add to the agenda for another work session to do a tiered um reduction process. So that our tiered structure for when we are at 5.2 2 million in the loss that we should start reductions now and not waiting and that is up to the board to help push through. Um overhead should be first internal structure and discretionary spending, hiring freezes and vacancy holds, administrative and central office reductions, contract and service reviews. All these things are just first level that I believe when I look

195out there, we have a lot of that first level that should have been cut way before we had student facing cuts and I can see a lot of areas where we we still have a lot we could have done before faced our students this year. And then it goes into tier 2, tier three and tier four. Um, and I think it's really important that we follow those and that we start now. And it is up to us to vote to say superintendent start these actions now. We do not need to wait until next year and we should >> have you found a model that would work. >> I I have it. >> Yeah. And I sent it to you. >> Okay. >> Yeah. and also to everyone and it just it really so you know

196I'll just really quickly tier two would be program consolidation staffing and scheduling redesign transportation redesign we pay so much money to Durham almost more money than anything else we cut jamborees they do not help and they're not just we are traveling to tie we are our busing fees are just extraordinarily high and we can cut you can cut jamborees without missing like they don't matter for their guys I'm not a sports person but you know what I'm trying to say >> we are in a different league next year but I'm just saying for their standings >> yes and we can stop that stuff now and those are things that aren't going to be student facing everything shouldn't I shouldn't hear you shouldn't hear everything's on the table no it doesn't start that way it starts

197at the top it starts with extra secretaries and extra it starts there and we have a lot of it. We did not start there. We started at school facing first and I am here to say that it needs to change and we need to implement it and have our superintendent begin doing it now. There's no reason we have to wait till next year. So I would like to put that on another board meeting. >> Okay. >> Um and then I just have a statement to read. Okay. Um, I want to start by explaining why board awareness and process matters so much to me. A third-party investigation into a prior case involving this district documented that a grand jury subpoena had been served and that the superintendent was aware of it. But if you recall, the

198board was not informed for nearly a month. And during that time, the teacher remained in the classroom. When that became public, the district said police told them not to inform anyone. The community did not believe the board had not known. The board and the St. Helens Police Department were heavily criticized and some board members received threats. These the community lost trust in the district and the community lost trust in the police. We later what later became clear is that law enforcement had raised concerns appropriately. The district had been wrong in how information was handled and the board truly did not know that a subpoena existed. Hold on, I lost mess up. Um, but by then the damage to the trust had already been done. This experience shows what happens when information is siloed and when

199the governing body is not fully informed. It showed why listening to law enforcement matters and it showed why the board cannot function if >> oh oh sorry I was trying to help if a function um the board cannot function if concerns are redirected and contained instead of formally elevated. I am raising this history because I believe we are now in a situation where the board again risks not being formally informed. Before speaking publicly, I explored whether this should be brought forward in an executive session and I sought guidance from the Oregon Ethics Commission regarding an executive session and how this should be shared. Based on that guidance, this does not meet the legal requirements for an executive session, and I was advised to share it in open session. So, I'm doing that today. After many

200months of repeatedly requesting financial records and documentations related to district finances, the board chair, Reed York, and I were approached by law enforcement and the district attorney regarding a financial concern involving the district. Law enforcement indicated they reached out to board members because they were not receiving administrative cooperation and had concerns that included a specific alleg alleged donation to the district for which records have not been produced along with broader concerns related to financial management. And I participated in the meeting with law enforcement and the district attorney. In that meeting, we were told the appropriate next steps was district level engagement and formal governance action, not law enforcement directed action. After that meeting, Cher sent a written response stating that communication with law enforcement should be handled through administration and without board involvement. I think

201that sounds familiar. and the board should wait for confirmation for the subpoena process until the subpoena process was complete before receiving any updates. Consistent with that position, that matter was referred back to administration. I requested that it also be formally brought to the board so the full board could be informed and determined appropriate oversight steps. To date, no agenda item, board briefing or board action. administration has stated that communication occurred with law enforcement and the district attorney and the district council directed the district to seek a protective order regarding certain financial documents. I do not understand why there are any financial documents that should be not shared with a subpoena. However, the board has not been provided copies of that correspondence, has not been informed what documentation has or has not been produced, has not

202been briefed on what specific records are being withheld or what legal basis being is being relied upon. I have requested information so the board can understand the status of this matter and it has not yet been provided. I want to explain what this is like. This is how that that she described this to me. Michelle, if your car is stolen in the middle of the night, someone goes off and they just have this grand old time and they get in a wreck and they do all these things and I call you the next morning and I'm like, "Hey, Relle, is your car missing?" I don't know. Well, what do you mean you don't know? Can you go look? I don't I don't know. It's just not It's not I'm not worried about it. Not going

203to go look. Well, your your car was just stolen. Aren't you concerned? And that was what the response was that he felt he got. So, he did get a response, but the response was, "This happened before our time, and I don't know where it's at." Um, I'm going to say that that's I shouldn't say that that's exactly how it was said, but something like that. I don't want to get in trouble for suiting incorrectly, so I'm going to preface that here. Uh so administration did state that they communicated the financial documents they were asking for a protective order and that um but we hadn't been provided any records and I did request this information because this involves district finances internal controls and concerns raised directly to the board members by law enforcement. I believe it

204is important for the whole board to be aware that this concern exists that it is that it was referred back to administration and formal and without any formal board action. I do not believe that I should have knowledge as a board member is important to the rest of the board without sharing. I was I will be formally requesting that this be placed on an upcoming agenda so the board can determine appropriate steps. I also believe that all subpoenas, which I asked for in the past, I sent an email and asked that all subpoenas be shared with the board. I don't we don't need, you know, the all the great details. But if we do not as a board have those, we are in the same position that that old board was in. That a superintendent

205had a subpoena. A teacher sat in a classroom for 30 days and they got crucified by the public because we all believed they should have known and they should have. And that is how we should run because we are the ones who are going to get yelled at. Okay? I I guarantee you Melody understands that. So, um I want to close by circling back to where I started. The last time the board did not know a subpoena existed, the superintendent knew the board was not informed. A teacher remained in the classroom. The district blamed police. The community did not believe the board and trust was lost. And I do not want this board in that position again. And that is why I'm placing this statement on the record. >> Nope. Not yet. >> I'm sorry.

206>> I know. I have so much tonight. Sorry, guys. I am formally requesting that board place consideration of an independent legal counsel for the board of directors on an upcoming agenda. This request is grounded in the board's fidiciary responsibilities and recent circumstances involving district finances, subpoena, and law enforcement contact. When issues arise I involve um that involve oversight and district operations, financial controls or legal exposure, the board has a duty to ensure it can evaluate information and governance options independently. District council's role is to represent the district as an organization to advise and operational and legal matters often through administration. That role is appropriate and necessary. However, it is not the same as having legal counsel whose sole duty is to advise the board itself when the board must independently assess risk process and oversight

207response. Independent council does not replace district council. It supplements the board capacity to govern responsibly when the sensitive when sensitive or high-risisk matters arise. It provides the board with direct legal guidance on its duties, options, and protections as a governing body. Many public boards as use independent council as governance safeguards in situations involving what our district has been through in the last year. Financial oversight, subpoenas, internal review, and potential conflicts. It protects the board's ability to exercise informed oversight, strengthens institutional transparency, and supports public trust. I am re I am requesting that a public agenda item so the board can discuss scope limitation and whether to authorize independent legal counsel for the board. >> Do you happen to have um knowledge of any other districts? >> I do. I do. Okay. Um Newberg there there's

208plenty. Okay. Um, I do want to state that I just lost it. It's Yeah, right. It's We have relied heavily on the district's council. We are paying a ton of money. It is exorbitant. We need to address that number. We need to ask for things to be done on their own. We should not have to pay a s please forgive me but a superintendent as well as her constant back pocket of legal. We have to be able to do her your job without depending on everything coming from legal. We can't afford it. But it is essential. And I know the budget is so tight and I know that asking for this is more money, but I really believe for the board to make some really good and difficult decisions, we need legal counsel of our

209own. And so I know that this community is reeling on the cost of things right now. But I ask that you can support a discussion and understanding why this is necessary at this time so that we can turn this district around and that we can get it going in the right direction. And I believe with the legal council of our own is possible. Thank you. >> On the next session too. >> Thank you. Right. >> Did that work? >> Yeah. Okay. Come on now. >> Oh, wait. >> No, wait. I want to tell you how amazing some things are. Okay. >> I get to volunteer every Thursday at McBride and at Plymouth. And I love those kids so freaking much. And there's this class, hold on, it's called forensics and it's amazing at Plymouth. and

210these kids who are just kind of like all over the place and then they walk in this class and they're like, "This is what I'm going to do." >> And it is so cool. And it is so cool to see Lyanna and Lacy and all of these teachers, Adam and everyone work with these kids who have struggled and they are showing up and they still want to make it through this. And I just love seeing them. I I know Melody sees them every day and I get Thursdays and it has been the joy of my week. Um I also I just want to give a shout out to the boosters because my husband and I volunteered last night at a basketball game and at the concession stand and we had a blast. And these two

211women, Nancy and Nicole, God Nicole, if that's not your name, I'm really sorry. Is it? >> Okay, you guys. I said, so how often do you guys do this? Every night? What? The two of you do this every night? Every night? Then there's a game. Any game? Yeah. Wait till football comes. We're really busy. Wait, so you two show up every single night? my heart. I just, she said, there's so much going on that is so ugly in our district that if I can just make a smile on those kids' faces or see them and engage in something happy, I want to do it. And they are there every night. And I just I want to be like you. You know how when you're growing up, this is going to age me. I want to

212be like Mike. I want to be like Nancy. I don't know how they do it, but I'm so impressed and I wish I could be there as often as they are, but we've spread ourselves across the district, but I want to give them the biggest shout out. And I want people to show up and support them and sign up because first of all, you're going to meet two amazing rock stars in my book because they're there every night and we can use some help. And it was fun. It was a lot of fun. So, that is my Let me think. Let me make sure. Um, my husband might be coming up on the last month of his uh spending time with Melody and I know she was woing him about so what does it look

213like when you go back to work but he has been volunteering yeah daily at 7 in the morning at McBride and some people kind of mock him for that but I want you guys to know what a special opportunity it's been for him to be able to say that uh his granddaughter is going to say you know what my grandpa used to volunteer and do crossing guard and I would see him every morning and I just think what a great opportunity it's been and something that he will remember forever and Melody honestly he talks about what an amazing human you are to go out there that you have it down pat and that you go out there every morning and I >> haven't had a years you've been doing this now >> four years and

214she did scale at and curse at. And I want you to know that this woman works her heart out. And when she gives a little snippy, it's for the love of the kids. And I know that it might drive people crazy. She might come across blossy, but who else shows up every morning because I don't see anyone else doing it? And so, my God, let's thank them instead of yell at them. And I'm so thankful for your body. >> Yeah. Oh, I'm done. >> I didn't know the rules the first time I dropped off. >> And now I go. Uh oh, it says people are out here. Oh no. Well, the only thing I want to say was actually on the same topic, but I was thinking um maybe it's something too each of our

215schools could look at is parents tend to forget after Christmas and Mark and I have had in the last three weeks three cars actually pull up beside the cars and the cones and have one child open door Yeah. >> And I have moved the cones in so you basically can't pitch your car, but there's two little tiny ones that do. So I'm just thinking you can get out a reminder as all parents whatever is going on in each building how we drop off as a New Year's resolution drop off because that was way too close. And how it happened by three different parents when I've never had it happen ever was kind of shocker. So anyway, and a couple of them have really tiny cars, so they thought they could do it. But anyway, yeah,

216I was just Yeah. And I had to mark my witness. >> I didn't kill anybody, but I haven't seen him do it again since I knew they were bus. But anyways, I just felt like that was getting a little bit people being late, getting too quick. And just also when I left this morning and I went to go back up road past the high school, a car was coming down and not only was it going way too fast, but it ran the flashing flashing. >> I laid on my and I think they realized that they're almost on a highway and they slow way down. Well, that's a little we might want our little spot for a while, but that was that was terrible. That was the most worry basically. I've never seen anybody go that

217fast. If it was Yeah. Right. Anyways, I just think we might want to talk with parents that we all need to think about school. >> Anyway, so that's it. I'm having a great time. >> Um, I'm going to be really quick. Uh, we went to uh we attended the first responders, whatever thing that was called here. Um, that was really very interesting that they used medical research to help create patterns on how to determine if motor vehicles are stolen. Anyway, it has nothing to do with the school board, but it was really very interesting how like these brilliant No, it was here with um any of those could have come. Um, it was on the >> It's just the first responders. I think they do. Yeah. Um and uh it was just a all kinds

218of law enforcement. Portland police um did a presentation on how the sergeant or something in that whatever she was um helped create this program that they went to medical researchers at OHSU and they helped like read this data and it was really just a very cool like uh way that they broke down like how we can pull law how we can pull cars over if they hit any of these things this is the percentage of likeliness that it's a stolen vehicle and when stolen vehicles with stolen vehicles there's often like multiple crimes being committed at not just a stolen vehicle and it was just really cool. Um I also went to Luther Clark and was able to have be a part of the um children's institute um presentation on moving parts, right? There was it

219was a big presentation and Danny was it was really cool and to see how kids learn better when they can use their hands and play with things and it was you know I have no background in education at all and to see how that improved both attention in classes um all kinds of things it was just really cool. Um, I also went to McBride and was able to spend some time in several different classrooms, including special education, kind of this awesome. And everybody's sick, so that's gross. But and then I went to the boys varsity basketball against the cheese makers. >> Cheese makers. Um, and they won and it was pretty awesome. And the, uh, boosters were on top of things. It was really cool. So if anyone wants to volunteer with boosters, please do.

220>> Okay. Move on to the superintendent report. >> Okay. >> And so we'll just go up the upcoming meeting and board meeting agenda input. Uh February 11th, 2026 work session. February 25th, 2026 regular session. March 11th, 2026 regular session. I want to thank uh everybody for in the audience for showing up and please my my is if you can spare the time to get on the living committee we could use the help. >> Thank you.