001Wonder if I should give you extra time. Okay. Guess I like it. At this point, I will go ahead and um call the school board regular and budget hearing agenda for June 25th, 2025 to order. I can everyone please rise for the flag of the United States of America and to the republic for it stands. One nation with liberty and justice. Thank you very much. All right. Uh we're taking a roll call at this point. Uh vice chair Trinity Monahan here. Uh board member Kelly Smith here. Board member Melody Kelly here. Board member Bill Amos is not here. And I am here as chair. All right. At this point we'll move on to agenda approval number three. items may be added or removed at this time. So due to unforeseen circumstances, the individual appointed as
002the budget officer will be unable to attend this evening's board meeting. As a result, we're going to need to amend the agenda to include the appointment the budget officer to ensure contain our budget planning and oversight responsibilities. As such move that the board amend the agenda to action items 10.1 to change to 10.1.8 be adding a resolution of 2025-008 to appoint Christine as the St. school district budget officer effective today June 25th to new business and action items and uh then adding 10.1B resolution 2025-008 to resolution 2025-008B tax and action okay second all right move and seconded all those in favor Hi. Um, and then we need clarification on whether or not we're in the second reading of policy updates. Is the board going to continue to do a third reading? Are they okay with
003this being our last one? So, you don't actually have a carryover of forum that is heard both for, second, and third. So, there's maybe it should be adopted tonight. So, we might need an action item to adopt the policies that are in 8.3. Okay. Um, yeah, because otherwise wouldn't we have to start all over again? Yeah, pretty much. Um, can I make the motion that we just move it to the Yeah, they are. So if they're not being actually adopted, we either need an action item to adopt them or we can move them to policy discussion and then also move them to adoption with the others. That might be the easiest. So I would move to move all of 8.3 into the 9.3 section in the new business. Okay. Um so the movement was in
004order to be able to move the items from 8.3 uh from policy updates consent agenda to the new business to 9.3. And then I would also move we have an area for a policy approval. I would move to put all of those policies in the 10.8. Yeah. to follow that. Okay, I'll second. All right, move to second. All those in favor. I passes. We'll have to remind me. We've ended up Are there anything else that is there anything else needs to be added to the agenda? We did. Okay, fair enough. Um, moving on to section four, recess into public budget hearing. Uh, 4.1, public comment on proposed budget. At this time, comments on the proposed budget will be taken. Each speaker is asked to limit their time to three minutes in respect of the entire
005assembly. Uh, please note, under Oregon revised statutes, personnel concerns will not be discussed in a public meeting. If you have any concerns with school district personnel, please schedule a meeting with the superintendent. I haven't received any. You haven't received any. Okay. No emails. Anybody else? All right. Moving on then to section number five. Uh to resume regular session. And now to six recognition of outgoing board members. Oh, we did all the other stuff. Now we adopt the budget. That's a very weak public hearing. That's what we did the last time we added a date. Okay. Okay. Um well, we've got three uh leaving members and three new members. Uh let's see. I count one, two, got all three. We all three. Nice. We got Christine on vacation here. Sorry. I was like, "Wait a minute.
006Where'd she go?" Yeah. Um, so I'm not sure how that whole thing works, but I can end up telling from at least my perspective, it's been an honor to be able to get a chance to be able to end up working here and to be able to end up helping out as best I can. There's even even going off the board, I've gotten a chance to be able to learn a heck of a lot about the entire school system and most importantly the methods that I can use in order to be able to help even while not being on a board. In fact, there's going to be a considerable number of things that I can do because I'm not a board member. uh in order to be able to do volunteer work, in order to
007be able to help with commissions, in order to be able to just assist where I can because the school district is going to need a lot of volunteers in the years to come because we are going to be very tight on our ship, so to speak, and the money, any sort of money that we end up getting as funding should be towards being able to restore the school days that we had to parse back. And so I'm happy to be able to end up helping in whatever form I can uh after this is all done. And I would like to be able to thank uh the ongoing board members, the ones that are coming on. It's a tough job. It is sometimes difficult and it takes a lot of time and effort to be able
008to get things right to get as things as close to right as you possibly can. But I can tell you it's worth it. It is worth it. Um, and I wanted to be able to end up thanking Kelly for all the help that you ended up giving me. Um, from being able to be on the board in the first place to trying to be able to figure things out and your help with the campaign. And even if I lost, I still had a number of people, a hell of a number of people that ended up really thinking that I was all right in my efforts. And I do not I do not discourage that. I am very grateful for the votes that I ended up receiving. Um and you sir, I wouldn't have been able
009to be in this position without your help. Like you have been stalwart. We've been incredibly useful and familiar with all the Robert's rules of order and trying to be able to get things right and trying to be able to end up making sure we're not only legal but aligned with our policies and at the same time trying to be able to make as moral choices as deep a moral choice as possible we could ever do so. So thank you very much Trinity for your assistance. I am going to be grateful to your help for the rest of my life. Thank you. Um Kelly, you did you have anything you wanted to end up saying? I know we were saying anything. Neither did I. You get to leave. I'm kind of bumble here. You guys have
010all been a really great family. Um just because you're on a board, it doesn't mean you always like each other or even agree. Um, but you do have to learn to respect each other and you take a vote that is a majority and you make it yours and it has to be what's right and true for the school and for the community, for the children and teachers up at the end of the day. Like we all own that vote and it it's just been an honor. So, I appreciate it and I'm always here and I'll be volunteering, too. I know we need a ton of volunteers. We've always needed a ton of volunteers. So, continue to show up and be in your classrooms. And I have some kiddos that showed up, so I'm super excited
011for them to be in the playbook. But now I get to hang out with them a little bit more. You don't know how many things I've missed on a Wednesday night because I was here. So, thank you. Any comments? Nice to know you I just wanted to also give thank you for all that you've done and the courage and vulnerability that you have is model true action and strength. during the time everybody. So I really truly appreciate that. I want to give you a gift from the school district. I think we want you to open a mirror. Yes, disposable talent here. Time to do some spraying. It says 2025, but there's 12 years. That is very cool. Thank you. I know you gota quit around here to get a turning it off. I'm assuming my
012life very cool looking very reminiscent of the colors of Neptune or if you're a wizard it's a scrying or Yeah. She's out there. All right. Well, thank you very much. I appreciate that. Um, all right. Board reports. um to end up talking about the things we've been doing. Um, well, quite frankly, I did been doing still some studying on the AI because I wanted to be able to get it as right as possible, but I also end up recognizing that we want to end up getting um some like that not a lot of people end up recognizing that just because we end up doing policy updates as part of this doesn't necessarily mean like it's a one per year thing that proper policies can and should be flexible. So that the next board should be
013able to end up taking a look at what we ended up putting forward, taking their own look at it, considering it, and then deciding what sort of things to be able to change and what sort of things to keep. I like a lot of what's being presented and I think it's viable at least for the AI portion of it because that will end up helping a lot of teachers at the very least to be able to end up reducing their workload when it comes to scheduling when it comes to designing lesson plans when it comes to all the paperwork that they have to do because that is something that my wife has to do a lot of and times that she's ended up using AI as portions of that workload has ended up making it
014much easier for her to get her the job. Um, but at the same time, I'm also got I've also ga gathered together what I can to be able to do onboarding for the new school board members because they're going to need to know a number of other things other than what I've already ended up talking to them on an individual basis because we want to make this as smooth as possible. We want to be able to make sure that they're prepared as much as possible so that they can end up working with you in the future. Um, and I think I've got a decent handle on that and can end up coordinating with them as best I can to be able to prep them or to hit the ground running, so to speak, because I
015don't want I don't want them to be held back. Um, just trying to be able to figure out what various acronyms end up meaning in the schools. Um, I want to be able making sure that they have reference materials that they can use to be able to make sure that they're ready to go. Trinity, just tying up all the loose ends. They're all done. Um, I could actually make my uh policy comments since you just did, but I do have the draft in our email. I can send it when we did due discussion. Typically, when you do, we do a million policies every year and it's ongoing work. So even the policies we've reviewed, we've reviewed before and normally um OSBA will give you a set of them and they have recommendations and then you
016do your your evaluation on them and but um the our district historically has had three readings so that we could have more input from the community and I know many districts only have two but we would do like a reading during the regular session and then We do a reading during work sessions. We could talk about it and actually work it out and then we'd dodge them on the third reading. And during our um just the last couple months, it's kind of been out of cycle where we haven't had any input on the policies. So I do have my input and could probably talk about it if we wanted to or I can just send it. Actually, we should probably talk about it if we're going to review it. Yeah, but historically we we actually
017give our feedback right here in open time so that people can hear what we have to say about it and things can be modified and changed at that time. How about you? Well, I think it's been a fantastic couple weeks with graduations and everything else that we finally get to have the fun part of the year, right? Um and I thought um one thing that I was impressed with is even though our numbers are down was to see how many um students were all graduating then the total because I videotaped every single one of them coming in so I counted it out at the end. Um anyways, but um I think both of the graduations were awesome to get to be at and I'm glad that we got to do that and also was at
018all of the closing out events at McBride from the final days where they get to have all their games and fun outside to helping handing out awards and that kind of thing. So anyway, um and then the only other thing I wanted to say too is about policies. I think that would be a really good thing for everybody to realize. And there was I just had a reminder from my child care um she's kind of like the person that supervises over Columbia County and we were talking about um something with the policy that you have as a childare provider and I said, "Oh yeah." I said, "Well, you know, because I've been doing this for 40 years, so I know." And she goes, "Well, we we all didn't get hired until 2010. These have only
019been there for 15 years." And I go, I know. And I was telling her, I go, yeah. And I said, so you look at different time periods that that policy applies to it the first time or maybe it's the second time, but it could be a policy that it was 20 years ago wasn't here in any existence at all. And so one of them that caught my attention is the head one. And not that we all want to talk about that, okay? But I can remember living at the schools. I was there every single week and I did checks through every single classroom and now you get to just go home. It's just so frustrating especially if you get the foster kids placed at your house that came with the headlights too on top of
020it. So yes, anyways, but it's just, you know, it's just one of the fun ones to talk about, but at the same time is realizing that that's a change now too again from time period before that everybody would mean to kick kids to go to school with headlines now. Yes, they do. And so there's just so many changes um even right down to requirements as far as um even mandatory reporting is for child care that's been going on for about 15 years also. Um although there was a class in 2000 but it wasn't applied. It was just this fun thing to go go take, right? But the same thing as far as a school board member. Our school board was mandatory reporters because of our other parts of our lives from foster parenting to childare
021to whatever. But really it was only a year ago that school board members even had to take a class and became an actual mandatory reporter by October 16th of 24. So that's just something else too. But it's just in relationship to policies that you think here's this policy but a lot of them are new, a lot of them are old. there's none of these changes more than um maybe adding a period of the word 'the'. And then other times it's adding a word that doesn't mean just female or male or whatever. So, a lot of different changes. Anyways, that's it. Otherwise, I have a fantastic two weeks of graduations. Yeah. All right. Um at this point, we'll go ahead and move on to consent agenda. Uh the board on an individual basis private meeting has
022reviewed all material. All financial reports are available for review by the public in the business office. The board cons 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 votes on the motion unless members of the board, staff or public request specific items to be discussed and or removed from the consent agenda. Um we have moved 8.3 over to um to the new business and to the action items. So, at this point, it should only be 8.1 for the meeting minutes approval. So, I'd kind of like to be able to kind of put this in separate posts just so that we can kind of getting those out of the way. Uh, for 8.1 meeting minutes approval
023for April 18, 2025 and May 11, 2025, you don't want to put them together. I'll just I think he wants to do them separately. Yes. Just want to make sure that just don't say it all. All seven. Yes. Okay. Moved and seconded. All those in favor? I accepted. Um and for the HR report for 8.2 accept. Right. Moved and seconded. All those in favor? I. Right. And then all the things from 8.3 have been. All right. Um, new business 9.1 business office report. Christy Woodard. Um, so I provided for you a general fund revenue and expenditure um, report for the month ending May 31st. Do you guys have a chance to look and have any questions about those? Just gonna in general several students have or teachers have been recalled already. So on the list
024was that cutting into the 23 or whatever that have been found. I I unfortunately don't have an answer to that. I would have to check with um Pete, our HR director on that. Okay. But I can check with that. Wow. And I think it would be wise for us to come back. You brought it up so we can address the next meeting. So you said you'd heard that what? Well, on our HR it said that they've been recalled back. So I'm wondering if that is So it could have it could be and I'm just I I didn't know because I I don't have it in front of me. Um and I and I'm not HR that's more of HR's wheelhouse to um call back and whatnot. It could be that we had enough resignations or
025enough retirements that we we were able to call back, but I can't say that for sure. I'd have to check in with HR on that. Thank you. Also provided for you the dispersement summary. So any general fund expenditures over $5,000 are reported on that report. Um any questions on any of those? Um I will be uh well so we have a few resolutions um tonight. So uh the first resolution part of the budget hearing we have a resolution to adopt the budget make appropriations impose the tax um make make appropriations um impose and categorizing the taxes. So that's going to be um resolution 008B um which was revised because of the changes tonight was O8 that will be 08B. Um we have a resolution uh nine adopting a supplemental budget for the 2425 school year.
026So I want to talk about that a little bit. Um so when when we develop a budget um and most of you know this but speak to everybody um when we adopt a budget we have to keep within that budget and if we anticipate any changes to that budget we need to bring a supplemental budget before the board. So because due to um unforeseen expenses this year, we are not we're not going to meet that budget to be very frank. And so one of the things that we can do is we can move um we had $200,000 budgeted in contingency. And so we can move that $200,000 in contingency. It was not appropriated for expenditures. Um, so I'm uh recommending this resolution to move that $200,000 in contingency into um support services. Also recommending that
027we move $100,000 that was scheduled in transfers to instruction and that will just help us as we move forward. Those were the only places where we really had movement available um to be able to move funds around. So that's that's the supplemental budget is moving those things that we could move um to be able to get us closer to meeting our budget for the 2425 school year. Any questions on that? And this is this is um this is a question but this is also for public yeah knowledge. Um the reason that you can't end up doing it from like there is a difference between the general budget and the grants and other methods that with the buckets that they end up coming from. You can't just willy-nilly end up switching them from one to the
028other. The stuff that is from grants can only go towards the things that are associated with the grants. And um contingency funds and other similar funds that we have there can be moved where they need to be, but it can't like you can't end up shifting um otherwise for the stuff that legally you're required to be able to end up putting towards those particular grants. Correct. So So grant funds in our um uh special revenue funds, the 200 funds, those are grants that have specific criteria for how we spend those monies. Now, we can sometimes move expenses that we find that actually would qualify for the grant into the grant and and we can do and and have done that. We do that periodically throughout the year as we look at those budgets. But you're
029correct, we can't move um revenue from a grant fund into the general fund to um cover those cover those overages in the general fund. And another point you um kind of alluded to, there's an appro there's an unappropriated um ending fund balance in the budget. We we can't by budget law um move that money or we would have done that in a supplemental budget. We can't it's it's unappropriated for the year. um which um if you remember from the the budget work that we did on the budget committee, that's the reason why we didn't put anything in unappropriated um fund balance for the 2526 budget. We left it all in contingency because that gives us a little bit more flexibility if needed. Hopefully not, but if needed, it gives us a little bit more flexibility
030um with being able to do a supplemental budget and move that money um out of contingency into some place that was needed that wasn't originally identified. Right. Yep. Exactly. Thank you. Welcome. Any other questions? Great. that um the next resolution that we have tonight um is going to be um resolution 10 which is designating um Karine Bettis Brown as chief administrative officer, school district clerk and budget officer effective July 1st, 2025. We also have resolution 11 which is revising the authorized signers for St. home school district effective July 1st, 2025. Resolution 12 is declaring um the RNR property at 835 Matson Street as surplus and subject to public sale. So thankfully they have um finished renovation on the RNR house at Matson Street and so they're ready to put it on the market. So, we
031just need to have it declared as surplus. So, we can do um resolution 13 is declaring a pole vault pit at the high school as surplus and subject to public sale. And that's all the resolutions. Any questions on any of those resolutions? Okay, that's all I have. Thank you. Thank you. Welcome. All right. Um and 9.2 two from the student representatives to the school board. Um we have uh from the Plymouth we have student representative Kenna and I apologize if I mess up the last name here Grizzian. Um and then from the St. Helens High School student representative we have Joseph Howard. Um and it says discussion um but I think we've ended up talking about them before meetings at the time. So I think the discussion was ah okay so I think you were
032just think congratulations. Yeah. Yeah. selection. Yes. Congratulating them and identifying that these are the two students that will be on. Yeah. And we definitely needed representatives from both high school. Uh it is imperative uh to be able to get as much of the student body as possible to be able to have some sort of voice in what ends up being discussed at these kind of levels. And I want to add I encourage I highly encourage if they're listening uh to be able to speak up to the next board to be able to talk to them directly to be able to end up bringing up their concerns uh and discussions and be able to give their perspectives. Um so congratulations Ken and Joseph uh for being able to be the student representatives to the next board.
033All right. Uh moving on to 9.3 policy discussion. Okay. that we've got quite a lot here. Um so there have been some changes uh for the draft. Uh but the important aspects of this um are like the fundamentals for this I think are pretty solid. Uh being able to make sure that the um Matthew, if I may, may I interrupt? I'll just take it from here since I I went ahead and sent you my email. I had it in the draft so I went ahead and sent it if you want to use that as a review. Um it did go to the SB502. So it went to everybody including the superintendent. The one there's several that are listed on listed as delete. So we won't have to redo those. Those are fine. But if we
034just go down the list, we can do the artificial intelligent. And I had um comments on that that why do we why do we not want to do parent permission? Because I think that that would be fine. There's a certain age that we were focusing on with that. And I think that if we want to focus on the younger years, maybe we do so and just ask for parent information and allow them to do it. And then uh we don't have anything that requires them to list any AI source. And you think that should be in the policy if they are using AI as part of the homework assignment or whatever. Okay. Um I have others. I just said if there was any questions on this. Yeah. No, that that actually was one of the
035things that we were looking at and I was discussing with Ed originally was uh the nature of how the permissions would end up being and most importantly like communicating with the parents like because there's a lot of different we still do movie permissions and other things already. So it would be the different pictures. Yeah, it could be even on the registration you release the checks. Okay. Do you care if I move on to the evaluations? Yeah, go ahead. Administrators. So on the very last slide, it does say superintendent shall regularly report to the board of the implementation of the evaluation and support systems of educator effectiveness and that was not happening regularly. And so I think that that needs to be kind of made bold essentially, but it needs we need to know whether or
036not if it completed whether they've been rated effective, not affected, or if they're on a plan of assistance. Um, I do have also on there wondering about the rating achievement and if we could rate the achievement, but I I don't know where that came from in my this is my notes from two months ago when we didn't get to do the input. So I'm not sure we could probably strike that note unless someone has asking on that section on the the evaluation support systems effectiveness about drill down to individual or the systems that are supposed to be in place that are determining admins in general because we never know about staff and teachers and whatever. That's not our right. Um, but superintendents should be able to tell us whether or not an admin is on
037a planned assistant or whether they're you don't feel like they should. I would disagree with that. That's an HR thing that's outside of I always thought it was appropriate. I would like to know if they are um you need to know that there's evaluations happening. We need to know whether there are plans that are developed to support anybody that's not followed those. As far as who those people are, I that is what this policy is safe and I don't believe that would be appropriate for those. Do you know what school admin? We're looking at systems, different conversations because that's a onetoone conversation, but as a board, she's not going to be able to come in here and say so and so is on an admin plan and that's going to come. She wouldn't do it
038here. She would do it on the oneonone. What this is saying? No, notification to board can be oneonone. We for an individual. So the one ones that we have, those are where those conversations may be taking place. But as far as this policy goes, it report to the board is reported to this. I go ahead. So yes, you're kind of you're kind of both correct. So I don't want to like step on anyone's toes, but you would only put um what that policy for something we would share here like you are the board, but the board like I'm going to ask to meet two by two with folks. You can also build relationships with each other. Um and then those are the places you can ask questions. You can also do those things in an
039executive session. If there's an issue that arises and we need to discuss it, um that's when we would we would put that on the um board agenda executive session. Then like we would talk to the whole board about the circumstance. Yeah. But not publicly, right? Yeah. But so we have nothing in this policy that states that that would be happening and it wasn't happening. So I'm just wondering what how can we guarantee that it will be happening? So the next board's going to have to ask different questions related to system implementation and how things are going for that system. That is fully conversation. Yeah, I didn't actually get to think I don't think I'm attached to that quite yet. So I apologize that I didn't get to see that. Um, but I would love to
040look at actually first then maybe we'll catch you up. Yeah, was it? I'll look again and see. Um, but I What does it specifically state in the policy that you're talking about? you want to change is what I guess I just in adding it I would add that notification to the board should happen if once they're completed and if they're uh whether or not they're effective non-effective or on a plan business. So that you're speaking to the last sentence superintendent shall regularly report to the board on the implementation of evaluation and support systems and educator effectiveness. Yeah. um the regular reporting is is um good enough. What you would do as a board is decide kind of the information that you want in like an HR report or a word report and then if there's
041some detailed information that you would want that would have to be an executive session but it is to the the purview um of a superintendent to say that is we can't talk about that at this point but yes there'll be a like an overall like this is the summary of because we can do that in our talent end. We can pull how many um educators or how many administrators were proficient on a certain um area and how if they weren't proficient, these are the strategies or interventions that we're using to help lift um that area of effectiveness, right? Or plan of assistance to support in those areas. Um we can get specific on the strategies and interventions that we're using even board meeting. We just for a detailed report you guys just request that for
042executive session. That's what I would say. And this fits inside of the systems of support and RTI and data. So the thing that we never got was data. So the data would provide the educator effectiveness as an as an overall global conversation and then that's where youSI into okay how are these systems being implemented? How are they being put forward? Where are the pain points? Where are the places? So that's what that's um I to a certain extent um that was one of the things that I was coming across was uh being able to see whether or not there was evaluation built into the system. uh like I wouldn't end up expecting a policy like this to be able to go back to us regardless of how well trained we are in computers to go
043oh these are the very specific as aspects of whether or not this is effective or not. what mattered most is whether or not there was a system in place to evaluate um and to be able to end up making sure that we could end up checking to see what was working and what wasn't, what was being effective and what wasn't. And if your if your suggestion is in order to be able to bring forward something like I don't know a commission or like a group of people to work together to be able to give recommendations to the superintendent or to be able to help evaluate. I mean that's something that we could include as part of that. Um but like the the minutia is not our purview. There are state laws that um require us
044to evaluate um administrators and so um I would um ensure that you're following those state laws as well, right? And so like for probationary for um the cont the continuing contract I've heard so many years, right? Um, and there's a difference between um, like anytime an administrator or even an educator would be placed on some sort of paid administrative leave, right? Those kinds of emergency circumstances, those would be some of those updates would be given in an executive session, right? Um, so if um I understand um where um you all are coming from on how you want to make sure that the policy is written in a specific way to hold uh especially this person accountable for um ensuring that those evaluations are held up to the standards that we say they're going to be
045held up to and that we are um sharing that information with our community because that hadn't been happening, right? And so I think that it would be important to have that information shared and there is a way to do it like I said when we pull the information from that evaluation system that we'll be using that data to say these are the areas that we need to focus on explicitly overall because that would be a systematic thing like for the professional development for everyone but when there's specific indicators for specific people that's a kind of a whole different um report right and so that would that would be depending because the size of the district that you guys have, it would be really hard to keep um some of that confidentiality and having those conversations.
046Yeah. So, those are it's just how we how what the information you want in a report um or we usually call them human resources reports and those can happen during executive session and you can explicitly ask for specific information. You just don't want to blur the lines of who's responsible for supervising that administrator and making sure that they're um um they're effective in their role. Right. [Music] Doesn't have to be in the policy whatsoever as far as I'm concerned. But one of the things and I'm sure that you could see that it would happen here going through three superintendent basically four in a one year's period of time. Um for both board and for administrators and staff and even our office here um it was hard to keep up with what the next person how
047they thought something should be done or expectations or whatever um along with everything else that was going on in the world. Um, and so one of the things that I would hope that you could do at least at the administrative level and then maybe they could pass it on down, um, is for you to take the time before you ever even do one with anybody this year is to sit down with them and talk to them about how has it happened in the past for them. maybe ideas from even other places that they've worked before, how you've done it, how you've seen it done, and then you guys can come up with a plan that everybody's at least all on the same page. Yeah. And so that um I know a lot of people and
048we've even had it as board members suddenly seeing things that are so different even just on our actual minutes or meeting that we're all looking at each other like you know how to do that. What are we doing here? That kind of thing. And so, um, I just think we have a lot of work to do to get everybody all on the same page again. So, well, you're doing the right work because as a superintendent, it is my role to make sure that I'm implementing this these policies that you're developing as a school board and adopting and then you're handing them off to me and saying you implement these policies. So it shouldn't be drastically different from superintendent to superintendent to superintendent or from school board member to another school board member because once it's
049in policy those are your law that's your the school district laws right those are we could say laws but it's policy you base it on the state and federal laws right and then feedback so I it's like I it's like a bible to me I go to it that's where like Even since I've been here, even in my transition, I've been looking at policy or asking for policy and been asking about procurement, I've been asking the questions that need to be asked to to ensure that we that I am a fiscal steward of taxpayers dollars as well as implementing the um amazing um documents that you are spending so much time on with the Oregon um school board association in our community to make sure that we're up to speed, right with the current laws.
050So, I'm sorry that things are drastically different. They shouldn't be drastically different in moving forward because we really do need to have policy updates regularly and then we set it we start to implement them, right? Yeah. And I do think it would be thoughtful for us to do policy training for administrators because that's a part of it, right? this when anybody calls me and asks me what they should do, I always say, "Okay, let's go pull up board policy. Let me walk you through what it says and how you interpret that and then take we take action together." Right? So, that's helping the administrator or whoever it may be that's asking a community member that's asking a question where to locate the policy. Um, you guys have done a great job because it's listed there
051at OSBA. you just do a search for a word and things will pop up right away. Like any word you want to search for, if it's in policy, it'll come up immediately. It's easy to find. So, um but yeah, it's it's exciting. You guys should be really excited for these accomplishments because um our administrators value feedback. Our educators value feedback. they all want to have um standard performance evaluations that are helping them to be better professionals um with our students and each other. So for the majority that's what people want. Yeah. Yeah. And I'm looking at it from the perspective of someone that ends up working in it where I have multiple groups that I'm constantly working with that are similar to what I have but not necessarily the same. And we're constantly having feedback
052back and forth between the different groups. Like most of the time, we're not looking for somebody to blame so much as, hey, I happen to be having an issue here. Could I get some assistance as part of this? And part of what we wanted to do, at least what I wanted to do, is make sure that we had the necessary tools to be able to end up making sure that you can evaluate the tools themselves so that they could be effective for you. Um, like there is an element of oversight to that too. Yes. As part of data and that is a genuine concern for Can I go ahead and interrupt again? Yes. So we can hear you can get through these. Yeah. Otherwise, we'll be here in front. Yes, fair. I did get your
053email. It finally came through. Okay. There he is. Tonight at 7, right? Yeah. 7:03. There it is. I can read them. Okay, perfect. Uh the we move on to the student health services one again at the end of that policy that we'll have feminine hygiene in every bathroom. However, we have gender neutral bathrooms in many of our schools. So, if we can locate another place for students to get their feminine hygiene products that is more private, that would be great. So, we're asking for outside of the bathroom school. Yeah, it should. I mean, a lot of times they can go to the office, but it should be in the office or in a certain teacher classroom or whatever. And some of them, some of the schools are doing that, but if you just have them
054in a one-way hallway of our bathroom right now, anybody can see when they grab it from that hallway. Aren't they located each? Okay. Well, that that's good to know. I will I will visit schools and see where they're located because that would be fair to put them in a space that's more um confidential for kids and and they are but it's not in our policy. Okay. Okay. Okay. So then the sexual harassment we're only reporting to Pete it says on there. So I'm wondering why we're not mentioning DHS or TSPC or LEO on there. Yeah, that's one that I ended up doing look into. Um, me too. Except for I didn't know you guys. I didn't know if this policy here though might only apply to that. That's again not in our state. Um I
055I didn't know maybe just this policy only applied to that positions that there wasn't other ones that cover all the different people that should be also contacted, not just the Yeah. There's no follow-through method for a second check to know if it's actually been reported on that policy. And then there's also without consent. So students and children are unable to consent. So, I'm not sure why it says that students can consent if they can't or maybe through just the laws. Yeah. When I ended up taking a look at that. Okay. I'm going to move on. Yeah. Records check fingerprinting. Uh is the district or the individual paying for these? We didn't clarify that. And uh we do note that board members are volunteers, but it doesn't specifically say board members. And I think it should
056say board members within that policy. You guys okay if I move on? Yeah. Trespass protocol form. It's brand new. Um because I know of other areas that have had this and it's been a major lawsuit, we need to uh instruct staff to not place pictures, names within public view of individuals that have been trespassed. So that should be strictly confidential and there should be a confidential statement on that form for staff when trespassing an individual. And then student searches, we did uh we don't have a definition for parent and guardian. So if we can add guardian at least on there and then breath for lights are uh use was authorized with Dr. Karen Gray, but we've never used that before. I know I'm a parent that wouldn't like that use on my kid. So again,
057I think that should probably be like I don't know, call the parent if you think there's an issue where I would go with that. Um, but then why do we not want to authorize the dragnet searches, which is the dog search? That's interesting to me. And then again, it says meet with the SRO yearly and it should say SROLE law enforcement because we don't have an SRO. That was evaluation. Um, Trinity, did you have anything that you wanted to add? No, the only thing I was thinking um just because I have seen how many different versions of the same policy whether they are under staff then they're under students and then they're under community bills whatever is that I was thinking that it it doesn't have to be at the last third reading but maybe
058by the second reading or even I guess say connected is at our very first reading anytime time a policy is changing is where that policy a copy of it also where else it is in the book not necessarily are we changing all of them make sure that there's reference for that but as to the why but also so that you can see that it's in more than one location inside of policy book itself and we have a lot of policies in that direct each policy is individual to a section named to that section so it wouldn't be located here and here the same polic policy, it would be named differently. Yes. So, that would help. Okay. That that's the bad part is that a lot of times it gets brought up or somebody reads just
059even one of these policies right now and they're going, "Well, you're talking about students. talking about staff or vice versa or I'm just throwing an example. But I just think it would be good as if everybody knew when you're talking about sexual harassment, you're talking about criminal record checks, anything that it is actually is more than just the one policy that this has been referenced. All of our policies are located on our website. They're pretty easy to search. They are differentiated based on what you're asking, which is this is for staff, this is for students. So I think part of the issue is people don't know where the policies are. they struggle to understand how a policy means or what it means and so educating people when they say what does this mean would be
060I think the area that see more down the road but it's very very on some of this we can change in some of which we can't because it it the law that we have to follow policies um but there are some adjustments that made but they have to be in line with the law when we do so. Um, and that's part of the reason why I appreciate the OSPA in the first place is that they're well connected with lawyers that can end up helping to be able to draft these sort of things. Which is why I appreciate the drafts that we have haven't frontier. And I do apologize uh because I know we're kind of putting you Johnny on the spot at this point as we're discussing this. But honestly, this is something that I
061wish we could have done for a while now is to be able to do open discussions about this even about difficult topics that we genuinely care about. When something is running against the law, I want you to let us know so that we can go, oh, okay, you be able to scale it back so that we end up following the law appropriately when we're making certain suggestions. Ideally, we should be working with you over the course of the year, piece by piece, in order to be able to end up doing that. But I understand you also have a lot. Well, OSBA is very helpful and you all have signed up to work with OSBA this next year, which is fantastic. That is something that's very inexpensive and it's keeps everybody up to speed every year
062on the laws and the policies to make sure that we're not missing anything. So that's always helpful. I think we've been doing that for Yeah. forever. I would say we did a major revision in 2018 or it took like four months of meetings once per month like eight hour through every single month. I think given the time frames and everything else that that would be the next board's opportunity to go through every single policy. That way the new board and its construction can go through line by line. And while all of these policies need to be it is an excellent way to go through and understand how it's constructed, why the words the way they are, why there's not a definition here, what an AR is, what an AR is not, you know, who does
063the AR, I think that would be really a good idea for the next board. And it's helpful for a new superintendent, too. So having a new superintendent and a new board together working on that because then that means if there's the ARS, there's also standard operating procedures. So the standard operating procedures it would help me because in each policy I had a list is it an SOP or is it an AR and who's like delegated responsible for that so then we could keep I can keep track of what's already been created and what's not been created right so then I can work on those with our department level teams and our school level teams what's working and what's working and what's not working and we can have an open dialogue about that too. Yeah. Yeah.
064It's great. All right. Thank you everyone. Um, so at this point we have a superintendent report for 9.4. I was just I when I was asked if I wanted to do one, I would like to just share that the transition. Um, Dr. Gray is a amazing human. we've uh there's been a sometimes when there's all this turnover and transition, there's not like this um soft or warm handoff like where you're I always think about the baton, you know, in the race and you're going to either drop the baton, you're going to pass it smoothly and you're going to continue and you're going to win the race. Um I was able to take um some um vacation time to be able it's okay. I like the music to be able to come over here and um
065be along work alongside the leadership team. team. I got to participate in the May 28th um leadership team where everyone couple leaders in the district came together for professional learning and that was spectacular and I got to see like how we're beginning to implement the um student success blueprint, the blueprint for student success um which um the team had created with both the action plan and um the strategic plan um together and I just thought that was um fabulous. And I was able to also go to the softball um tournament in Eugene. That was wonderful. My husband and I drove down there to support our young ladies. Um and uh just the mentorships that um Dr. Gray has put in place to support a new assistant superintendent and a superintendent and a new high school
066principal. It's just it's just it feels really good because I think this is the first time in my educational career that there's been such a wonderful transition like not being dropped into something going what what's going on like I have a historical lens and perspective. Um and I feel really um good about that and so wanted to share that with the community. It won't be where I'm coming in um not knowing what's going on. I'm hitting the ground running and literally running. I went to I left my home, went to McMinnville um for a training all day and then came here and then home and it was just been all over the place. I had some backway and I think I might have got lost a little bit from I thought am I going to
067end up in someone's backyard? I don't know. But I did get here. So, um but it's been wonderful and the community, the kids here are fantastic. I can't wait to get into the schools for summer school. I'm all ready for that. So, yes. Yeah. And we have um some new people um here in the audience and um not here that I wanted to just recognize. So, we had our special election results um for St. Helens School Board open positions and position one will be Michelle Russell. Um, position three will be Christine Smith Reed and she's in Hawaii. And position four will be Reed York. Great. Um, and with that, we'll go ahead and move on to number 10, action items. Um so we'll go ahead and start from the top. Uh for 10.1 resolution 2025008
068adopting the budget making appropriations and imposing categories and tax. No that's 10.1.8. So okay. So um to add resolution to appoint Christy Warers is the S HSD budget officer effective today June 25th 2025. New business and action items. The action item is I believe that we had resolution 2025. Oh, here it is. Here it is. Okay. This is the actual resolution. Yeah. Okay. So, um whereas the district school board by authority of OS 332.515 and 294.331 has the authority to appoint a budget officer and therefore be it resolved that in accordance with OS 332.515 and 294.331. Christine Leonard, chief financial officer, is hereby appointed budget officer of school district number 502 county Oregon effective June 25th, 2025 who shall act until their successor is duly appointed, qualified and acting approved and authorized this 25th day
069of June 2025 and thereof. Um so that is being presented as a motion to accept. I will move that we adopt resolution 2025-008. Okay. Second. All right. Seconded. All those in favor. Motion passes. All right. Now 10.1B to rename the resolution. This is okay. So this is now 10 this part. This is okay. So to rename the resolution 2020 2025-008 resolution 2025-008 to adopt the budget making negotiations imposing the tax and new business of action items which is this was 10. So that's what we're doing. Okay. Um, I will move that we adopt resolution 2025-00008 adopting the budget making appropriations and opposing categorizing the tax. I'll second. So, wait. Sorry, guys. We have to read the solution. Yeah. So, that's this one, right? Okay. All right. So, uh, be it resolved resolution adopting the budget.
070Be it resolved that the board of the St. Helens School District number 502 hereby adopts the budget for fiscal year 202526 in the total amount of 71,663,276. This budget is now on file the district's administrative office located at 474 North 16th Street in St. Collins, Oregon. Resolution making appropriations be it resolved that the amounts shown below are hereby appropriated for the fiscal year beginning July 1, 2025 for the following purposes. Um, general fund instruction 21, million 38,145. I don't remember reading all this, do we? All right. Support services 18,217,090. Enterprise and community services zero facilities acquisition 106,160 transfers 140,000 debt service 178,81 contingency 89,86 total general fund $40 million490,32 special revenues fund construction 6,591,547 support services 2,230,339 enterprise and community services 2,330,787 facilities acquisition 559,500 total special revenue fund 11,712,74 debt service fund 8,890,800 total
071debt service fund $8,890,800 capital projects fund facilities acquisition 10,342,000 contingency 225,000 total capital projects fund 10,57 70,000. Total appropriations, all funds, $71,663,276. Total unappropriated and reserve amounts, all funds, zero. Total adopted budget, 71,663,276. So that is the first portion of this, correct? So that is that we're adopting it task. Second if they're all in the same all the same motion same resolution resolution imposing the tax be resolved that the following ADVA property taxes are hereby imposed upon the assessed value of all taxable property within district for tax year 2025 2026 one at the rate of 5.0297 0297 per 100,000 or excuse me 1,000 of assessed value for permanent tax rate and number two in the amount of 5,486,000 for debt service on general obligation bonds resolution categorizing tax be resolved the taxes imposed are hereby
072categorized for purposes of section as subject to the education limitation permanent rate tax 5.0297 0297,000 and excluding from limitation general obligation bond debt service 5,486,000 above resolution statements were approved and we have now approved so I move we adopt everything I just said right do a second okay all right moved and seconded all those in favor passes just to note we only started raising our hands when we were on Zoom Yeah, that was never to let's see. So 10.3 resolution 2025-010.2 They didn't change any of the rest of the number. Oh, you have to. Got it. Okay. So, resolution 2025-009. Thank you. Adopting a supplemental budget for fiscal year 2024 25. Round two. Resolution number 24-25. A resolution adopting a supplemental budget for fiscal year 2024 2025. Whereas 294.471 471 provides for making a supplemental
073budget for an occurrence or condition which had not been ascertained at the time of the preparation of the budget for the current fiscal year which requires a change in financial planning. And whereas after adoption of the budget, St. Helen School District needs to transfer budget authority and the general fund from contingency to support services and from transfers to instruction. Now therefore be it resolved by the board of directors St. school district supplemental budget for fiscal year 2024 25 is hereby adopted amounts appropriated by the board of directors under resolution 23-24.16 for the general fund is hereby amended as follows fund 100 general fund requirements 1000 instructional budget 23,849,575 change adding 100,000 the new revised budget is 23,949,575 2000 sports services 17,27,050 change $200,000 revised budget now 17,47,050 300 enterprise and community services original budget 278
074revised budget 2078 4,000 facilities acquisition 161,460 revised budget 161,460 5100 debt service 178,000 395 rise to 178,395 5200 transfers 325,745 reduction of 100,000 leaving revised 225,745 contingency original budget 200,000 change reduction 200,000 revised budget zero totals the original budget 41,924,33 revised budget 41 1,924,3 resolution student. I move that we adopt the uh supplemental budget for fiscal year 2024 2025 as stated. Second move and second all those in favor. All right. Now we move on to 10.3. Are you sure? Maybe. Okay. Yes. uh 2025-010 designating Karine Bar as chief administrative officer, school district clerk and budget officer effective July 1st. Do I hear motion? I move action item 10.3. Oh, okay. I'll second. Moved and seconded. All those in favor? I. All right. And then 10.4 resolution 2025-011 to revise the authorized signers for stay home
075school district effective July 1st, 2025. Move that we accept act 10.4. Okay. Been seconded. All those in favor? I I motion passes. Uh resolution 2025-12 declaring RNR property at 835 Matson Street, St. Lawrence, Oregon, a surplus and subject to public sale. We accept action item 10.5. I will second. For the record, I'll state that it used to be my mother's home. It does not impact me or myself financially whatsoever, and I do not have a conflict. You still had to report it though. Um, all right. Moved and seconded. All those in favor? I I All right. Motion passes. Resolution 2025-13 for cobalt pit of the high school marking as surplus and subject to public sale. I move that we accept action 10.6. Second. Moved and seconded. All those in favor? I. and 10.7 student representatives
076to the school board to accept uh board uh to accept Kenna Rzian from Plymouth High School and Joseph Howard from St. High School as a student representative to the school board for the 2025 26 school year. So second move and seconded all those in favor. All right and finally we get to the 10.8 the policy. Yeah. Um there is there we can end up doing this individually. So I'm going to make a motion. Thank you. And then we can have discussion. So I will make a motion that we uh approve all of the listed policies. one motion that we had moved three including the one. Okay, I will second. Moved and seconded. Uh discussion or moving on. So at this point we are at the 11th hour. It's 59 minutes past. Um, the reason I've
077made this motion is talk about some options for the next board and what they can do. I think you had some really good comments, but we need to adopt uh policies and we don't have time to adjust them to to change them or anything else. So, you're right. Typically, in a normal year, we would have had the opportunity to have had discussions about the policies in a way um that would have been meaningful. We could have had those conversations where we had meeting, but none of this year has been normal. And so um for the purposes of setting the next board up for the best chance of success, we need to pass these tonight. We don't have time to necessarily address that. Yeah. No, as is showcasing what we used to do and the process
078in which we would do it during a regular work session. Okay. Yeah. Well, and I I hope that when we end up passing the baton to the next group that the suggestions that we're going to have towards what uh what we've received as input, what we've uh researched and what we've looked at will will end up helping to shape their own vision on where they want to end up going from here. because it's going to be it's going to be a lot of things that you're g you're gonna have to discuss with each other kind of figure out where you want to go and I do want to end up making sure that you guys at least have the tools necessary make the good decisions that will end up coming forward for a vote um
079to end up accepting all of the policies as stated All those. All right. Move to the second. All those in favor? I. All right. So, at this point, upcoming but meeting and or meeting input. July 16th, there's going to be an organizational meeting uh at the DEO boardroom from 6:00 to 8:00 p.m. August 8th to 10th is the OSBA summer conference in Salem and the GB determined school board retreat uh some Friday in August at the conference 9:00 a.m. to 3 p.m. for two Wednesdays in August 5th to 8. That's still situational. It'll be up to the new board members as to what where they want to have it going with it. of course the the schedule that you have that I have and with that one quick question are the student representatives present they're
080not no other school thank you sorry for interrupting otherwise it would have brought them forward for sure okay all right and with that we are in a thank you