January 23, 2014 at 6:00 PM - Special/Regular Session

Description:  Present:

Description:  Andy will give the Board a report on the progress towards his 2013-14 goals.  Last week during the Leadership Team meeting,  Andy had members spend time on brainstorming what the purpose, value, mission and vision of the District was and where it is now.  The notes from the brainstorming session are attached.

Description:  Time:

Description:  We would like to welcome you to the Regular Session of the North Santiam School District’s Board of Directors.  This is an open meeting of the Board and the public is allowed to be present to observe. On tonight’s agenda is a place for public participation. Anyone in attendance, that isn’t on the agenda and wishes to address the Board during this meeting must fill out a public participation card that is available at the door and give it to the Board's Executive Secretary, Mary Richards.

Description:  Any new items added to, or deleted from, the agenda or board packet after posting will be noted below:

Attachments:
•  Board Financials
•  Working DJCA-Personal Services Contracts
•  Revised Resolution #012314A-Board Zones
•  In-Service Activities
•  Budget Calendar and Membership

Description:  MOTION-APPROVAL OF THE AGENDA
I move the Board approve the agenda as presented (or modified).

By:
Second:
Vote:

Description:  The Board welcomes public comments on topics and concerns that affect the education of students. When stating an opinion before the Board, a statement of facts on which the opinion is based is particularly helpful.  The Board is also interested in your comments for viable solutions and ways of involving others who would be affected by the offered solutions.  Due to confidentiality and liability issues the Board cannot hear complaints against staff in an open session.  A copy of the policy and procedures on how to file a complaint are available at the back of the room, at any school office, from the board secretary, or from the North Santiam School District web site.  If there is anyone in attendance at this time, who has filled out a public participation card and wishes to address the Board, please step forward and state your name and address.

Description:  Andy will talk about some the work of the Board and the District's appreciation of the time spent toward improving academic achievement and community engagement in the North Santiam School District. The Governor's proclamation of January as School Board Recognition Month is attached.

Description:  Missy will give the Board an update on the progress of her goals for 2013-14 , and some of the successes at Sublimity Elementary/Middle School.

Description:  Andy will give the board an oral report that includes an update on State school funding and bond activities.

Description:  Dave will give the Board an update on the activities of the Technology Committee.

Description:  Dave will give the Board a report on the Homeless and Needy Team, the number of students it serves, and its current funding source.

Description:  Attached are plans for the upcoming In-Services to be held on January 30th and 31st for both classified and certified employees.  Dave will be available to answer any questions you may have regarding them.

Description:  The Executive Bond Committee has reviewed and scored the RFP submissions for the Construction Manager/General Contractor for upcoming projects at both SES/SUB and SHS.  Board member, Laura Wipper was able to be a part of this process. Interviews are scheduled to be held on January 22nd.  Ed Fitz-Patrick will bring the recommendations for hiring the CMGC(s) and the intent to award the two contracts.  The Board will need to approve the intent to award the contracts as presented. 

MOTION-INTENT TO HIRE BOND CMGC
I move the Board approve the intent to hire Skanska USA Building Inc. as the CMGC for the Stayton High School and Stayton Elementary/Sublimity Schools bond projects as presented in the RFPs.

By: 
Second:
Vote:

Description:  Jane will be available to answer questions regarding the new administrative rule for policy DJCA. The AR  requires that criminal background checks be performed on all contractors, sub-contractors, and any employees that will be on school grounds while children are present.  Policy DJCA has been approved previously, so this is just notification regarding how the policy will be administered.

• DJCA (AR)-Personal Services Contracts

Description:  The financial report for the District is attached.  The bond financials are basically the same with no expenditures except for services from Dowa and Heery. 

Description:  Jane will present the final 2014-15 Budget~Calendar and discuss the open positions on the Budget Committee.  The Budget Calendar is set to be approved as part of the Consent Agenda.

Description:  Mary has scheduled an OSBA presentation on the Common Core for March 6th starting at 7pm, right after the scheduled Special Session.  It is scheduled to last about an hour with time at the end for questions and answers. School PTC and Booster Club members will be invited to join the Board for this presentation.  

Description:  This item is on the agenda to allow representatives of each city council in the District an opportunity to share information on upcoming city projects, grants, or community events that the school district or board members might participate in or need information about. 

Description:  High school athletic schedules can be found at http://staytonathletics.org/. This link is on the Stayton High School website under the tab labeled Athletics.  Community Engagement opportunities can be found on the Stayton Events website at http://www.wvi.com/~dnielson/staytonevents.htm .  Board members or Leadership Team members may announce other upcoming events.

Description:  Attached are the minutes from previous board meetings that need to be approved.  All past "approved" minutes have been posted to the BoardBook website.

•  December 19, 2013-Regular Session Minutes

Description:  As discussed previously, the Board needs to approve the 2014-15 Budget Calendar and the Revised 2013-14 Board Calendar.

Description:  MOTION-CONSENT AGENDA 
I move the Board approve the Consent Agenda (including the minutes from the December 19, 2013 Regular Session, the 2014-15 Budget Calendar, and the 2013-14 Revised Board Calendar.

By:
Second:
Vote:

Description:  The Board Zone Committee recommends that the Board approve Revised Resolution #012314A.  The resolution includes changes to board zones (which coincide and match slight changes to school boundary lines). The Oregon State Elections office requires that census information be used to determine representation on the Board.

The Committee makes this recommendation based on census data and the desire for at least one representative on the Board for each school boundary.  If approved, there will be five zone positions (three for Stayton , one for Sublimity, and one for Mari-Linn) plus two at-large positions representing the entire NSSD boundary.   Rural designations will be integrated, eliminating the need to separate city and rural representation within any zone.  This should also eliminate any issues with boundaries based on growth within the city limits in the future.

Board position numbers have not changed and based on the current residency of each board member there are no eligibility issues for zone representation. The attached resolution includes the legal description for each of the boundary areas as required by the State Elections office.  
  
MOTION:
I move the Board approve the Revised Resolution #012314A-Board Zone Boundaries as presented.

By:
Second:
Vote:

Description:  Each year the Board must approve the use of services provided by the Willamette Educational Service District (WESD). The WESD has a laundry list of items available to choose from as part of their local service plan.  Information about the available services from WESD is attached in the board packet.
 

Description:  Attached are policy revisions/adoptions based on OSBA recommendations, current practice, and/or the recommendations of the Community Engagement Committee.  The Board will have a chance to discuss revisions/adoptions to policy on attendance, material distribution, memorials and naming facilities, and inter-district transfers. The recommended revisions and adoptions are attached in the board packet.  The drafted revisions/adoptions are in red font and highlighted for ease in locating them within each document. These will be placed on Consent Agenda next month for final approval. 

• JE-JED-JEDA & AR Student Attendance Policy
•  FF-FFA Memorials and Naming Facilities
•  KJA Materials Distribution
•  JECF-AR Inter-District Form

Description:  Jane discussed the move from the current financial software the District uses, Pentamation, to Infinite Visions (now referred to as Tyler Technology) in order to move from a cash system to an accrual system of accounting.  She will share information gathered over the past month. No contract approval is needed.

Description:  Enrollment is down another 10 students.  Looking over the past 10 years, it is normal for ups and downs during the months of December and January.  The District will have a better idea of its mid-year enrollment in February.

Description:  There have been no requests for field trips during the month of January.

Description:  Linn-Benton Tractor donated a toy tractor to be included in a gift basket to be raffled off to support the wrestling program at SHS (approximate value $10).

Description:  •  February 06, 2014~Online/Home School Forum at 6pm at Stayton Library
•  February 20, 2014~Regular Session at 7pm at Stayton Middle School

Description:  A list of possible future agenda items is attached as part of the board packet.  Board members may request that additional items be posted to this list. 

Description:  Tass will give the Board a report on the recent conference where she and Andy presented how the District passed their bond in 2012.

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