CAPE FLATTERY SCHOOL DISTRICT # 401 REGULAR SCHOOL BOARD MEETING MINUTES March 22, 2017 Neah Bay School Library 6:00 p.m. APPROVED Minutes were approved at the April 26, 2017 Board Meeting I. Call to Order / Pledge of Allegiance The meeting was called to order at 6:10 pm by Chairperson, Greg Colfax II. Roll Call of Members: Mr. Greg Colfax Present Mr. Dan Elvrum Present Mr. John Stubbs Excused Mr. Donald Baker Excused Ms. Tracey Rascon Present III. Introduction of Visitors and Public Questions and Comments Diane Leiza - Clallam Bay School. Mrs. Leiza distributed invitations to the Board from Lisa Salazar (Spanish / English Teacher at Clallam Bay School). Mrs. Salzar has been working with the elementary students to teach them Spanish. This upcoming Tuesday, March 28, 2017 during 5th period (12:35 p.m.) the students will be presenting a play loosely based on Dr. Seuss Horton Hears a Who. Mrs. Salazar has every elementary student involved in the play. The high school students have made the backdrops, costumes, and helped the elementary students prepare for their parts. IV. Adopt Agenda APPROVED Rascon/ Elvrum 3/0 The agenda was adopted with the following changes: Under Personnel- please add the resignation of Echo Cox at the end of the 16/17 school year. Also Add under Old Business: Neah Bay Roof Project as an ACTION item V. Consent Agenda APPROVED Elvrum / Rascon 3/0 A) Minutes from February 22, 2017- Regular School Board Meeting B) Payroll and Employee Benefits $560,772.61 C) General Fund Accounts $162,696.22 D) ASB Fund Accounts- $20,633.75 E) Transportation Fund Accounts- F) Capital Projects Accounts VI. School Program Presentations A) Beverly Mowrer- Orca Bowl Mrs. Mowrer was not able to attend tonight's meeting. Students from the Orca Bowl Team made a presentation about the program and an upcoming event. Orca Bowl is Washington s regional competition of the National Ocean Sciences Bowl. From this competition one team advances to the National Competition. The competition focuses on marine studies including ocean related chemistry, biology, technology and physics. The Clallam Bay Orca Bowl Team brought home the sportsmanship award- their first year of competition. Two members of the local team will be aboard a research vessel to study hydrothermal vents off the coast of Oregon this August. One of the senior students is going to attend the UW Campus at Bothell to study oceanography. This is the 20th year of the National Competition- but it is the first year for Clallam Bay School. The Board asked inquisitive questions about the types of questions involved in the competition.
Students practiced after school for the competition. The Ocean Bowl is in Corvallis, OR this year. They are looking for the Board's approval for travel out of state. The team is fundraising to help pay for the trip. The transportation supervisor will do some research with Risk Management and investigate any insurance issues for taking a school van across state lines. The Board is supportive of the trip and expressed pleasure in the fine presentation the team put together. VII. Professional Discussions A) Classified School Employees Week Mrs. Parkin mentioned some of the activities that took place in honor of Classified School Employee's week March 13-17. It is celebrated each March. The buildings hosted lunches, principals sent thank you cards, and classified staff members were acknowledged in many different ways. Certificates of Appreciation were distributed to each classified member in the district. Mrs. Leiza shared some of the activities that took place at Clallam Bay School. She reports that all students grades K-12 participated in honoring the school classified employees. Mrs. Parkin expressed appreciation for the school s efforts in including the district office staff in their celebration activities. Mr. Elvrum expressed appreciation for the hard work of the classified employees. VIII. Old Business A) Superintendent Priorities Mrs. Parkin updated the Board on her priorities. The list provided in the packet and distributed at previous meetings, will be her goals and priorities. She was able to locate a public records requests training put on by the District s Legal Team. The training is in May. From there the District will develop procedures for addressing all public records request. Mrs. Parkin answered questions regarding the number of public records requests the district receives each year. Mrs. Parkin explained that it depends and varies from year to year. From her limited experience, the requests have surrounded hot topics in the media. There are strict guidelines on how to handle the requests. Mrs. Rascon would like to see a risk assessment and make sure that the process is followed. Mrs. Parkin agreed that a checklist would be helpful. Mrs. Elvrum, asked about the published employee information that is contained and printed online. Mrs. Parkin explained that it is part of being a state employee and public information. Concern was raised at the amount of personal information that is published. It was explained that, due to the public nature of education, the information is reportable under public records requests divulged from the state. Discussion followed regarding public records requests. B) Neah Bay Roof Project APPROVED Rascon / Elvrum 3/0 Bob Cain, Capital Projects Supervisor, provided some options for the Neah Bay High School Roof repairs. The insurance company has investigated and issued a note of reimbursement. The reimbursement will be payable upon the start of the project. Mr. Cain mentioned that 6,000 square feet of the roof needs repair. The entire comp roof was replaced in 2009. It was warrantied, but the company is no longer in business. He is hoping to use bigger more established companies for future projects. The district has received an estimate to do repairs on the roof ($29,471). Insurance will cover that. Mr. Cain asked for direction from the Board on how they want to proceed. He presented 3 different options for the Board. Option 1- includes just repairing the current roof damage. Option-2 is a Membrane Roof with a 20 year warranty and at a cost of approximately $90,000 (offset by insurance). Option 3 is a Steel Snap Lock at
a cost of approximately $ 130,000 (offset by insurance) with 20 + year warranty. Mrs. Rascon asked if the superintendent looked into the question on whether the Neah Bay Fire Department would respond to a fire with a metal roof. Mrs. Parkin mentioned that the Fire Department was contacted and they mentioned that they would respond to any building fire regardless of roof material. They will address the situation upon response. Mr. Cain explained how the membrane roof works. Both Option # 2 and Option # 3 will require the formal bid process. Mr. Cain mentioned that steel roof has the longevity benefit. As a school district the low bid process is important- but there are other factors (being able to access warranties) that can be factored into the bid decision. Mr. Elvrum asked about how the membrane roofs at Clallam Bay are holding up. Mr. Cain mentioned that they are holding up well and are passed their warranty dates. Mrs. Rascon would like to go with the membrane option. Mr. Cain was asked which option was his preference. His preference is not to go with a composition roof. While the weather is always challenging, he doesn t know what the status of the buildings will be in 20 years especially with the possibility of relocation of the school out of the tsunami zones. Mr. Colfax asked what amount of money that is available to spend on the project. Mrs. Parkin mentioned that, with the adoption of the budget, there was approval to transfer $565,000 into the capital projects fund to cover projects such as the heaters at Clallam Bay and various roofing projects. She mentioned that this roof repair was not originally budgeted but is an emergency repair. She did mention that the last roof project came in under budget. Mr. Cain mentioned that Option # 1 will only repair the wind driven damage that has occurred. Option # 2 and # 3 will take care of the repair as well as some emerging issues. Mrs. Rascon would like to go with Option # 2 if it doesn't impact fund balance. Mr. Elvrum is in agreement with Option # 2 as is Board Chairperson. The Board selected option # 2- Membrane Roof. The Board expressed the desire to have a reputable roofing company complete the project. Mrs. Rascon asked how the bid process works and who is at the table when approving the bid. Mr. Cain will collect the bids and present to the Board with his recommendations. The decision will be the Board of Directors. Mrs. Leiza- asked about the other Capital Projects - specifically the heaters at Clallam Bay. She shared some of the experiences and the issues with the heaters not working in her classroom. Mr. Cain explained that the computer software for the heating system is obsolete. To bring the systems in the buildings up to current operating systems, heating engineers will have to come in and investigate and provide a heating plan. Mr. Cain explained that the entire system is run by computers- in which the district cannot get tech support. The district can also not find nor order replacement parts for the obsolete heaters. Mr. Cain explained the issues and significant costs involved in replacing all of the heating systems. Mrs. Leiza shared some of the impacts the lack of heat has caused in her classroom. She knows that maintenance staff have done their best to keep the system running to the best of their abilities. Board broke for a quick break at 7:05pm and returned at 7:10 p.m. IX. Action Items X. New Business A) ASSET Preservation Report 2016-2017 School Year This is the annual report to the Board- for the Neah Bay Middle School which was built with State Match Funds. Mrs. Parkin explained that Mr. Cain usually performs the review- but every 6 years the review has to be done by a certified outside agency. This is the year that an outside agency performed the review. The full report is in the Board packet. She went over some of the individual component scores and answered questions from the Board.
XI. Personnel Considerations APPROVED Rascon / Elvrum 3/0 A) RESIGNATIONS / LEAVE OF ABSENCE- 1) Echo Cox NB Resignation at end of school year. B) NEW PERSONNEL FOR CONSIDERATION 1) XII. Individual Reports ( Site/ Student Rep / Board) Student- not here Neah Bay Elementary- Mrs. Murner shared some of the new social skills curriculum that the elementary school is beginning to use. The curriculum will be taught by the classroom teachers. It will help students to deal with everyday stressors. It helps staff and students to understand what is happening to the brain and body when they are stressed. The goal is to help students learn how to deal with every day stressors and learn coping skills. It took some time to research a curriculum that will work for the local schools. The elementary school took a team approach- in reviewing the curriculum. The elementary will begin teaching the curriculum after spring break and will probably get through the first 3 lessons. Mrs. Rascon mentioned that it is similar to the health care field- where practitioners are encouraged to focus not only on the physical issues but also environmental impacts (such as lack of adequate housing) in treating patients. Mrs. Murner also mentioned that the University of Washington Pipeline students are in town. There will be a dinner for them Thursday night. The focus this year for the 5th graders is discussing local jobs in Neah Bay. The university students are helping the 5 th graders to research what is involved in getting the job they want. They are finding local people with those jobs- to come in and talk to the students. Mrs. Murner also expressed concern over the heating in all the buildings. Mrs. Murner mentioned the huge expense for replacing heating systems in buildings which cuts into the budgets. She wants the Board to know it is an issue all across the district. She mentioned that basic needs have to be addressed before learning can happen. Neah Bay High School- Sharon Kanichy presented the report for Mrs. Sikes who is at a BEST grant training today. The Honor Roll- ceremony was just recently held. Compared to previous years- the number of students on the honor roll has gone up. Mr. Ayers and Mrs. Kanichy just attended an event at University of Washington with 16 students. The students were able to tour the campus and heard an admission presentation. They also were able to attend the Seattle Public Library book sale. The UW pipeline project students have also assisted the middle students. They have been on compass every day to develop 'apps' with student assistance. There is a demonstration this Friday from 2:30-3:15pm to showcase the apps the teams have developed. Students are fully engaged in the projects. Mrs. Kanichy reported on the upcoming parent / teacher conferences to be held next week. The conferences are going to be arena style held on Wednesday. Superintendent- Mrs. Parkin- mentioned the job fair next Wednesday in Tacoma. The district will have a booth- in order to capture applicant s interests in teaching jobs. She also notified the Board about the resolution drafted by the WA state legislature recognizing the athletic and academic success of the Neah Bay Football and Basketball teams. The presentation is scheduled for next Wednesday March 29, 2017 at the Capital building Reception area at 12:00 p.m. Mrs. Parkin reminded the Board that Public Disclosure reports are due April 15 th.
The IPP Committee has requested a response to their Federal Impact Aid Testimony. Mrs. Parkin is willing to write a response and share with the Board before providing it to the IPP Committee. Mrs. Parkin mentioned the Fiscal Audit that has been taking place. It is the three year audit and included looking at - basic education enrollment, ASB fund raisers, credit cards, procurements and staff mix files. An exit interview will be held in April and final report presented at the April Board Meeting if available by then. Mrs. Parkin- reported on her trip to Warm Springs OR. The purpose of the trip was to visit a school district that has a public school on Tribal leased land. The school district has similar demographics to our district. In the Oregon school district, the tribe has leased the land to the public school district to build a public school. She was able to walk away with information on contract language. Her goal is to have, by the end of this school year, options for relocating the Neah Bay School out of tsunami area. She will present to the Board when the options are finalized. Board- no report XIII. Executive Session (If necessary to consider employment or dismissal of personnel or to consult with legal counsel to consider acquisition or sale of real estate). No Executive Session needed. XIV. Adjournment The district encourages the participation of all disabled citizens at meetings of the Board. Those wishing to attend the meetings should notify the district at least 48 hours in advance if special accommodations will be necessary for participation in the meeting. Announcements of Board meetings will include a statement of steps to be taken for participation by disabled persons. The meeting was adjourned at 7:45 p.m. APPROVED Rascon / Elvrum 4/0