January 15, 2015 at 5:30 PM - SHS Bond Tour/Special Session/Regular Session

Description:  Andy will review his 2014-15 goals and give the Board an update on progress being made.

Description:  It is time to review the current District and Board Goals and either keep as they are or update them for the coming year.  This process should be completed by April so that Leadership Team members can begin to draft their goals and align them with the Superintendent and District Goal for 2015-16.  If revisions are needed, a sub-committee needs to be designated to work on these prior to a future Special Session.

Description:  The Board 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, who wishes to address the Board regarding an issue that is not on the agenda, must fill out a public participation card, that is available at the door, and give it to the Board Secretary, Mary Richards.

Description:  Anything added to, or deleted from, the agenda after its initial posting will be listed below:

Added Agenda Items: 
Transportation RFP
Approval of New Club

New Attachments:  
Transportation RFP Document
December Financials
Working-Revised EEA-Transportation
Seismic Grant Explanation from Jodi Hack
Additional Explanation under Bond Priorities
January Licensed Report
Budget Committee Membership

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

By:
Second:
Vote:

Description:  Attached is the Governor's proclamation regarding January as "School Board Appreciation Month". 

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 is available at the back of the room, at any school office, from the board secretary, or from the North Santiam School District website.  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 give the Board a general district-wide report and an update on bond activities. 

Description:  Financial reports will be posted after Jane meets with David Kinney to review.

Description:  This item is on the agenda to allow representatives of area city councils 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.   

Sublimity City Council, Joanie Wigginton-
Stayton City Council, Jennifer Niegel-
Lyons City Council, Steven Baldwin-

Description:  The CE Committee met on January 8th.  There was not a quorum of committee members in attendance.  The following items were discussed as agenda items to be added to the February agenda:

•  Gym and Field Names-Info for Community
•  TELL Survey
•  Board Awards-Outstanding Community Volunteer
•  Bond Open-House Options

Description:  Mary has prepared the minutes from the last board meeting.  They are attached for review by board members prior to approval.

•  December 18, 2014-Regular Session

Description:  The attached policy revisions were required by law, highly recommended by OSBA, or recommended by staff after their attendance at the recent law conference. Policy on a Tobacco Free Environment are duplicated three times in order to place them in three different sections of the policy notebook. The only difference is the reference lettering.

GBK/JFCG/KGC;  JFCG/KGC/GBK; and KGC/GBK/JFCG-Tobacco Free Environment
Adds the definition of tobacco (including nicotine substitutes such as e-cigarettes), and discusses the policy to be used for students with disabilities. Only one of the duplicate policies is included in the board packet, however the Board will need to approve all three duplicates as listed above in January.

IBBCA-Parent Involvement
Discusses the need to meet with parents to keep them informed and allows for period conferences with teachers. It also states that the District's community engagement policies and plans shall be reviewed and updated periodically to meet the changing needs of parents and schools, and that this policy will be distributed through the District's website. Currently community engagement policy is reviewed as part of Consolidated Improvement Plan (eCIP), and there is a link to board policies on the District website.

JHCG/JHCH/JHCI-Tobacco, Alcohol, and Drugs
Adds the definition of tobacco (including nicotine substitutes such as e-cigarettes).

Description:  Attached is a copy of the licensed report.  There have been two new "temporary" hires including:  Miguela Johnson who is replacing Greg Nolan at Sublimity School and Amy Goulter-Allen who is replacing Cindy Schumacher at Stayton High School while she is on a leave of absence.

Description:  MOTION-APPROVAL OF THE CONSENT AGENDA
I move the Board approve the Consent Agenda as presented, including: 9.1 the minutes from the December 18, 2014-Regular Session; 9.2 Policy revisions to IGBCA-Parent Involvement, JFCG/JFCH/JFCI-Tobacco, Alcohol and Drugs, and duplicates of the policy on a Tobacco Free Environment (GBK/JFCG/KGC, JFCG/KGC/GBK, and KGC/GBK/JFCG); and 9.3 the approval of new "temporary" hires- Miguela Johnson and Amy Goulter-Allen.

By: 
Second:
Vote:

Description:  The attached policy revisions were required by law or highly recommended by OSBA.  They include the following:

EBB-Pest Management
Allows the Pest Management Coordinator to be a designee of the Facilities Manager and records requirements that include a copy of the Safety Data Sheet.  Legal references were also revised.

EEA-Transportation Services
Adds field trips as part of the policy on transportation services and states that the services are based on the regularly scheduled year and during the regular school day  and during student activities as determined by the Board.  It also provides the use of Type 10 buses to be used as needs and the requirements for safety as established by the Oregon Department of Transportation under the law.  Other notations, which are already being complied with is staff training on emergency procedures and the district's compliance with all state and federal laws and regulations pertaining to school bus transportation.

EFAA & AR-Nutrition and Reimbursable Meals
Removes reference to free milk and snack programs since the District does not support these programs (usually used when districts do not have a meal program).  Identifies schools in the District where meals are served. Uses the words "competitive foods" instead of just foods with minimal nutritional value for other items that might be sold at other times of the day or in vending machines, and also removes the requirement that vending machines cannot be located in the cafeteria area or where meals or served.  Adds the requirement that meal charge requirements and limitations be put in the yearly handbook, and references the Healthy, Hunger-Free Kids Act of 2010.

IIBGA & AR-Electronic Communications System
Adds the requirement that the Superintendent establishes administrative regulation for the use by staff of their own personal electronic devices to download and store district proprietary information.   Provides separate permission slips for staff, students,, and outside users of the District servers and provides a sample letter to parents.  Provides for the notification to users of the consequences of copyright infringement activities.

Description:  The 2015-16 Budget Calendar has been reviewed and needs to be approved by the Board.

MOTION:  APPROVAL OF 2015-16 BUDGET CALENDAR
I move the Board approve the 2015-16 Budget Calendar as presented.

By:
Second:
Vote:

Description:  Darren and Alan have made revisions (highlighted in yellow) to the SHS Athletic Agreement as presented last month.  They will be in attendance to review the changes based on input from several sources.  The discussion will allow for Andy to get your final input before revisions become final on this standard operating process/procedure for athletics.

Description:  There are not any new Budget Committee members needed this year.  A list of those who are on the Committee are attached.  The year listed next to their name is the "budget year" they will end their term on.

Description:  Andy will review the RFP for Student Transportation with the Board.  It will be posted prior to the meeting.

Description:  Stayton High School has requested that a new club be approved by the Board so that an ASB account may be set up for fund raising activities.  The new club will be called the Early Eagle Club with Justin Radabaugh as their advisor.  He will be working with his students to give them an opportunity to learn vocational skills while making and selling coffee.  The funds raised will help fund field trips and purchase the supplies needed for this business endeavor. 

MOTION-APPROVAL OF NEW CLUB
I move the Board approve the Early Eagles as a new club at Stayton High School in order to allow them to access an ASB account for fund raising purposes.

By:
Second:
Vote:

Description:  The CBOC met last week and reviewed the priority list as presented to the Board at the last Regular Session.  A copy of the CBOC notes and grant information submitted by Jodi Hack will be posted for review prior to the board meeting.  There were six members of the Committee present. The main priorities of those in attendance at the CBOC meetings included the following:

Roofing- Number 1 priority- 3 Votes; Number 2 priority-3 votes 

Seismic: Number 1 priority-2 votes

It was noted that all seismic left is voluntary (not required by the State), and some seismic has been completed at each building. However, there was some concern that additional seismic needs to be
completed.  If there is a good chance that seismic can be completed by grants over the next few years, then this concern would be addressed.  Funding would need to be set aside for the contingency required for the submission of grants. Todd Farmer stated that he would send a link so that members could look on the internet about the risk of high level earthquakes over the next 50 years.

Lighting for Safety (SES): Number 2 priority- 3 votes; Number 3
priority-3 votes

Lighting for Safety (ML): Number 3 priority- 3 votes; Number 4
priority-3 votes

Paving at SHS*: Number 1 priority-1 vote, Number 4 priority-3
votes

There was also discussion about assistance with widening the road in front of Sublimity Elementary School where the bus turns the corner for safety reasons.  Sublimity has received a grant and needs an additional $20,000 to complete this project.  Andy will address this request as part of the discussion.

MOTION-BOND PRIORITIES
I move the Board make the following as their priorities for the remaining bond funding:

Priority 1-
Priority 2-
Priority 3-
Priority 4-
Priority 5-

By:
Second:
Vote:

Description:  Enrollment continues to go down in the District with the current student count at 2327.  Information broken down by school and grade is attached.

Description:  The Board Calendar is attached for the Board's convenience.  Community wide events, high school athletics, and district-wide information can be found on the following websites:

www.staytonevents.com
http://staytonathletics.org/
http://nsantiam.orvsd.org/combined-calendar

Next Board Meeting- February 19th at SMS Library starting at 7:00 pm

Common Core Forums- 7:00 pm
January 22nd at SES in the multipurpose room
February 10th at SUB in the Library
February 26th at SHS in the Auditorium

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

Description:  Attached is a list of field trip requests received for the January (as of January 9, 2014).

Description:  Teri and Keith Butler donated $20 towards scholarships for the After School Program.

Description:  Board members who have terms ending this year include: Ron Lierman, Mike Wagner, Garrett Trott, and Tod Nau.  Mary will be sending these members election information in early February.  Those wishing to run for election in May must have their paperwork filled out and turned into the Marion County Elections office in early March.

Description:  Time: