LINN BENTON LINCOLN EDUCATION SERVICE DISTRICT REGULAR BOARD MEETING MINUTES

Transcription

1 September 11, 2018 A. CALL TO ORDER REGULAR SESSION Present: Absent: Guests: B. CLERK'S ITEMS OF BUSINESS 1. Consent Agenda Vice Chairperson David Dunsdon called the meeting of the Linn Benton Lincoln Education Service District Board to order at 6:00 p.m. at Linn Benton Lincoln Education Service District in Albany, Oregon. Introductions were made and the Board led the Pledge of Allegiance. Board Members: Heather Search, David Dunsdon, Frank Bricker, and Jan Doerfler; Staff: Tonja Everest, Supt.; Don Dorman, Asst. Supt.; Vicki Harlos, LBL Chief Human Resources Officer (CHRO); Jackie Olsen, Chief Financial Officer (CFO); Karen Chandler, Executive Assistant/Board Secretary David Dowrie, Terry Deacon and Roger Irvin Micki Fluckiger, Customer Service Representative, Jenni Peterson, Customer Service Representative, Martha Kroessin, Program Administrator, Information Systems Program; Bonny Ray, Assistant Program Manager, Facilities, Francisco Zavala, Program Manager, Network Program. Mr. Dunsdon asked if Board Members would like any item to be removed from the Consent Agenda. No requests were made. *Approval of Regular Board Meeting Minutes from August 14, 2018 *Approval of Work Session Meeting Minutes from August 23, 2018 *Approval of Personnel Report *Approval of Claims Paid for August 2018 *Approval of Out-of-State Travel Request for Francisco Zavala, Program Administrator, Network Systems, to attend the OET CIO Summit on October 11-15, 2018 in Coeur d'alene, Idaho *Approval of Out-of-State Travel Request for Martha Kroessin, Program Administrator, Information Systems, to attend the OET CIO Summit on October 11-15, 2018 in Coeur d'alene, Idaho Manager, Business Services, to attend the Association of School Business Officials (ASBO) Annual Meeting and Expo on September 20-24, 2018 in Kissimmee, Florida Manager, Business Services, to attend the Forecasts Analytics 2018 National Conference in October 10-13, 2018 in Chicago, Illinois Page 1 of5

2 September 11, 2018 C. REPORTS 1. LBL Facilities Work Update 2. LBL Information Systems Program Update Heather Search moved to approve the consent agenda as presented. Jan Doerfler seconded the motion and the motion passed unanimously. Bonny Ray, Program Manager, Facilities, provided a summary of Facilities work performed over the summer break at the ESD. Highlights included an update on the successful completion ofrequired safety drills, the installation of directional signage and video monitor systems in the reception area, updates to the HV AC systems, completion of an air flow study in the LBL main building which assessed heating and cooling variations, a roofing assessment to aid in planning a replacement in the summer of 2019, and an asphalt overlay and fencing reconfiguration in the parking lot. Ms. Ray updated the Board on interior building projects which included carpet replacement in the Business Office, Network, and Reception, and the replacement of three water fountain units. She also shared that a new Courier van was ordered at significant cost savings through the State of Oregon ORPIN Process and is due for delivery in early October Martha Kroessin, Program Manager, Information Systems (LS.) introduced Micki Fluckiger and Jenni Peterson, Customer Service Representatives, who provided demonstrations of W ebsis and the Early Warning Dashboard in Argos. WebSIS dashboard provides valuable tracking data for educators to track attendance percentages, enrollment by grades, and behavior incidents, utilizing graphs and charts. The Early Warning System dashboard also utilizes easy to read graphs and tables giving teachers access to their student's data. This new dashboard has been divided into three phases of development, with the first stage ' Student Profile' completed. The second 'Teacher Profile' phase is in testing and the third, 'District Profile' has not yet started. 3. LBL Network Systems Summer Work Update Francisco Zavala, Program Manager, Network Systems, presented a rep01t detailing the summer projects his team has been working on. He discussed some of the projects which were conference room wiring, the migration two domains rather than three, and upgrades to Citrix, IV, iboss content filtering and Load Balancer. Mr. Zavala also reported on work completed in our districts. Highlights included an install of Microsoft Deployment Tools (MDT) in three districts, migration of Scio School District from Novell to Microsoft Active Directory, and an ongoing retrofit upgrade to the Monroe School District. His team worked with architects, contractors and others working on a seismic upgrades to the elementary/middle and high schools. The LBL team is working hard to ensure the Network plan is completed and all-encompassing to meet district needs and expectations. Page 2 of5

3 A. CALL TO ORDER REGULAR SESSION Present: Absent: Guests: B. CLERK'S ITEMS OF BUSINESS 1. Consent Agenda Vice Chairperson David Dunsdon called the meeting of the Linn Benton Lincoln Education Service District Board to order at 6:00 p.m. at Linn Benton Lincoln Education Service District in Albany, Oregon. Introductions were made and the Board led the Pledge of Allegiance. Board Members: Heather Search, David Dunsdon, Frank Bricker, and Jan Doerfler; Staff: Tonja Everest, Supt.; Don Dorman, Asst. Supt.; Vicki Harlos, LBL Chief Human Resources Officer (CHRO); Jackie Olsen, Chief Financial Officer (CFO); Karen Chandler, Executive Assistant/Board Secretary David Dowrie, Terry Deacon and Roger Irvin Micki Fluckiger, Customer Service Representative, Jenni Peterson, Customer Service Representative, Martha Kroessin, Program Administrator, Information Systems Program; Bonny Ray, Assistant Program Manager, Facilities, Francisco Zavala, Program Manager, Network Program. Mr. Dunsdon asked if Board Members would like any item to be removed from the Consent Agenda. No requests were made. *Approval of Regular Board Meeting Minutes from August 14, 2018 *Approval of Work Session Meeting Minutes from August 23, 2018 *Approval of Personnel Report *Approval of Claims Paid for August 2018 *Approval of Out-of-State Travel Request for Francisco Zavala, Program Administrator, Network Systems, to attend the OET CIO Summit on October 11-15, 2018 in Coeur d' Alene, Idaho *Approval of Out-of-State Travel Request for Martha Kroessin, Program Administrator, Information Systems, to attend the OET CIO Summit on October 11-15, 2018 in Coeur d'alene, Idaho Manager, Business Services, to attend the Association of School Business Officials (ASBO) Annual Meeting and Expo on September 20-24, 2018 in Kissimmee, Florida Manager, Business Services, to attend the Forecasts Analytics 2018 National Conference in October 10-13, 2018 in Chicago, Illinois Page 1 of5

4 September 11, 2018 C. REPORTS 1. LBL Facilities Work Update 2. LBL Information Systems Program Update Heather Search moved to approve the consent agenda as presented. Jan Doerfler seconded the motion and the motion passed unanimously. Bonny Ray, Program Manager, Facilities, provided a summary of Facilities work performed over the summer break at the ESD. Highlights included an update on the successful completion of required safety drills, the installation of directional signage and video monitor systems in the reception area, updates to the HV AC systems, completion of an air flow study in the LBL main building which assessed heating and cooling variations, a roofing assessment to aid in planning a replacement in the summer of 2019, and an asphalt overlay and fencing reconfiguration in the parking lot. Ms. Ray updated the Board on interior building projects which included carpet replacement in the Business Office, Network, and Reception, and the replacement of three water fountain units. She also shared that a new Courier van was ordered at significant cost savings through the State of Oregon ORPIN Process and is due for delivery in early October Martha Kroessin, Program Manager, Information Systems (I.S.) introduced Micki Fluckiger and Jenni Peterson, Customer Service Representatives, who provided demonstrations of WebSIS and the Early Warning Dashboard in Argos. WebSIS dashboard provides valuable tracking data for educators to track attendance percentages, enrollment by grades, and behavior incidents, utilizing graphs and charts. The Early Warning System dashboard also utilizes easy to read graphs and tables giving teachers access to their student' s data. This new dashboard has been divided into three phases of development, with the first stage ' Student Profile' completed. The second 'Teacher Profile' phase is in testing and the third, 'District Profile' has not yet started. 3. LBL Network Systems Summer Work Update Francisco Zavala, Program Manager, Network Systems, presented a report detailing the summer projects his team has been working on. He discussed some of the projects which were conference room wiring, the migration two domains rather than three, and upgrades to Citrix, IV, iboss content filtering and Load Balancer. Mr. Zavala also reported on work completed in our districts. Highlights included an install of Microsoft Deployment Tools (MDT) in three districts, migration of Scio School District from Novell to Microsoft Active Directory, and an ongoing retrofit upgrade to the Monroe School District. His team worked with architects, contractors and others working on a seismic upgrades to the elementary/middle and high schools. The LBL team is working hard to ensure the Network plan is completed and all-encompassing to meet district needs and expectations. Page 2 of5

5 4. Business Office Matters a. August 2018 Financial Statements 5. Strategic Plan Tasks and Activities 6. Superintendent's Report Chief Financial Officer Jackie Olsen presented the August 2018 financial statements. Ms. Olsen reported that the audit is currently underway and scheduled for completion by September 19, Superintendent Everest, discussed the Strategic Plan Tasks and Activities for which has recently been completed with the Leadership Council. Superintendent Everest provided a follow up to priorities discussed at the Board Work Session held on August 23, She notified the Board of upcoming reports on priority issues. Reports will be provided as a presentation or within the Information Only section ofthe Board Meeting Agenda, depending on the nature of the report or need for discussion. Superintendent Everest provided a Strategic Business Framework handout which details a team project which will begin next month. A team of six will be working with consultant, Dr. Susan Leddick. The team will be learning how to develop a Business Strategy for LBL ESD. Ms. Everest handed out an agenda for the Regional Off-the-Record Meeting which will be held at LBL ESD on September 19, Topics of the meeting will be the November 2018 Election Update and Analysis, Legislative Proposals, Leadership Development, and a preview of the 2019 Legislative Session. Ms. Everest informed the Board of the COSA Off-the-Record meeting at LBL ESD in September 19, Presenter Craig Hawkins, COSA Executive Director, will provide information regarding legislative proposals and updates on plans for the 2019 Legislative Session. Superintendent Everest provided information regarding a state-wide professional development conference which is being hosted by our region. Colin Cowell with the Confederation of Oregon School Administrators (COSA) and Ann Lavond, Program Administrator, Student and Family Support Services have joined eff011s to organize a Trauma Informed Practice Summit the Linn County Expo Center on October 12, This training opportunity will be held on Statewide inservice day. The Oregon Association of Education Service Districts (OAESD) held a Governance Council meeting at LBL ESD on September 6, Superintendent Everest and Board member Dowrie hosted the video meeting. Board member Dowrie was elected to one of five open positions on the OAESD Legislative Committee. Page 3 of5

6 D. POLICIES 1. Second Reading Policy IGAC. Religion and Schools 2. Review Administrative Regulation IGAC-AR, Religion and Schools 3. First Reading Policy GCDAIGDDA, Criminal Records Checks/Fingerprinting 4. Review Administrative Regulation GCDAIGDDA AR. Criminal Records Checks/Fingerprinting 5. First Reading Policy IGBA, Student with Disabilities - Child Identification Procedures 6. First Reading Policy IGBAH Special Education- Evaluation Procedures Superintendent Everest reported that the Fall Inservice held August 28, 2018 went very well. The theme was connecting with one another, working to understand what we do and how we are all responsible for our collective success. The second reading of policy IGAC. Religion and Schools was held. Ms. Harlos, Chief Human Resource Officer (CHRO), provided information on the policy which clarifies that teachers can teach students information concerning religions and religious beliefs but not promote or prohibit a particular belief. A review of Administrative Regulation IGAC-AR, Religion and Schools was provided to the Board by Ms. Harlos. The first reading of policy GCDAIGDDA, Criminal Records Checks/Fingerprinting was held. Ms. Harlos presented the policy which directs that if an ESD wants to fingerprint certain volunteer positions with direct, unsupervised contact with students, that those specific volunteer positions must be identified in Board policy. The recommended revisions provide language that meets the new Oregon Administrative Rules (OAR) requirements. Ms. Harlos reviewed Administrative Regulation GCDAIGDDA-AR, Criminal Records Checks/Fingerprinting, Language was provided to meet the new OAR requirements regarding fingerprinting and criminal records checks. The first reading of policy IGBA. Student with Disabilities - Child Identification Procedures was held. Language was edited to clarify that students can continue to access State School Funds and special education services through age 21. The first reading of policy IGBAH Special Education- Evaluation Procedures was held. Language was edited to clarify that students can continue to access State School Funds and special education services through age 21. Page 4 o/5

7 7. First Reading Policy IGBAJ. Special Education Free Appropriate Public Education (FAPE)** 8. Review Administrative Regulation IGBAJ-AR, Special Education-Free Appropriate Public Education (FAPE)** E. BOARD 1. August Work Session Follow-up 2. Potential Additional Work Session, October 9, 2018 at 4:30 PM 3. Board Chairperson Appointments for Superintendent Work Groups F. FOR INFORMATION ONLY The first reading of policy JGBAJ,, Special Education-Free Appropriate Public Education (FAPE)** was held. Language was edited to clarify that students can continue to access State School Funds and special education services through age 21. Assistant Superintendent Don Dorman reviewed Administrative Regulation IGBAJ-AR, Special Education-Free Appropriate Public Education (FAPE)**. Language was edited to clarify that students can continue to access State School Funds and special education services through age 21. Superintendent Everest reviewed priorities from the Board Work Session and presented that these will be addressed throughout the year during the Board meetings. The decision was made to hold a Board Work Session on October 9, 2018 preceding the Regular Board meeting beginning at 4:30 PM. Vice Chairperson Dunsdon made the following appointments to the Superintendent Work Groups: Annual Performance Review: Jan Doerfler, David Dunsdon and Heather Search. Financial Planning: David Dowrie, David Dunsdon and Roger Irvin. Communication Outreach: Terry Deacon, David Dowrie and Heather Search. Negotiations: Frank Bricker and David Dowrie. G. ADJOURNMENT Vice Chairperson Dunsdon adjourned the meeting at 7:48 PM. Recorded by Karen Chandler Page 5 o/5