Board of Directors Official Minutes School Board Meeting October 12, 2016 A. General Session was called to order at 7:00 pm. Board Chair Jeromy Adamson called the meeting to order with the Pledge of Allegiance and roll call. Directors present were: Jamie Smith, Ken Riedel, Rick Mudrow, Ben Wheeler, John Miller, and Jeromy Adamson. Director Joe Behrman was absent. Also present were: Executive Director Administrative Services Donna Cancio, and Executive Administrative Assistant Mary Ann Swanson. B. Reports/Presentations a. High School Student Body Report : The Associated Student Body officials of Estacada High School reported on their successes and setbacks at the high school. ASB President Tyler Kammeyer said their emphasis was on student voice. They are encouraging students to share ideas and concerns with ASB officials. A parking area just for seniors was established next to the wrestling building. ASB Publicist and Media Specialist Grace Hamilton has been tracking social media and student awareness at events. ASB Activities Coordinator Shanay Rodgers has been focusing on student participation in activities. They are using data to support their decisions. Their goals are to get more students involved; part of the Student Body Card fees will go back to clubs for their use so that more students see a return. b. Mayor Brent Dodrill - Update on the City of Estacada: Mayor Dodrill reported on the City of Estacada. Economic news: There are only three store vacancies in the downtown; the city is providing incentives to businesses; the Estacada Industrial Campus is growing; seven more lots have been sold, with five pending. Infrastructure - Water, sewer, stormwater, streets, sidewalks, and parks: the city is first in line to take water from the Clackamas. The sewer is adequate for now but the DEQ continues to give the city additional mandates. Streets are one of the biggest challenges. The city has secured two grants; one for $115,000 to update the Transportation Master Plan (pedestrians and bicycles) and one for $45,000 to update the Park Master Plan (to pursue more access along the riverfront and provide more parks in the community). New homes are being built in Estacada at a rapid rate. The city is trying to offer a wide range of housing options including rentals and town homes. Most Estacada residents work outside of Estacada. Mayor Dodrill thanked the Board for going forward on the bond measure for schools; the city supports the bond; schools are critical. He thanked Superintendent Stephenson and the Board for their leadership. c. Wellness Report: Student Services Director Tina Rhue reported that, in response to last year s concern about bullying, the District: listened to parents concerns, completed a District-wide survey, presented a report to the Board, implemented Safe Schools (an online anonymous bullying reporting tool), and implemented an anti-bullying campaign and school
activities. Principals and counselors engaged students, discussing bullying and cyberbullying and its consequences; PBIS (Positive Behavior Interventions Support) behavior expectations were reinforced; safety plans were put in place for aggressive behavior; and Kelso s choice curriculum has been adopted. The middle school adopted: a school-wide anti-bullying campaign and pledge, school-wide class lessons, Boys Council/Girls Circle, Character Development, a Student Pride Club, and novels with anti-bullying themes for language arts classes. The high school implemented: student voice, the Teen Mentors program, guidance counseling in 10th grade classes, Girls Circle/Boys Council, Freshman/Seniors at-risk counseling groups, stress reduction group counseling, anxiety group counseling, Unity Week/Student Pride Alliance, Student Council projects, and screen and intervene Nutrition/Wellness grant. Director Rhue shared: District Demographics for 2015/16, the District Profile for discipline summaries, and a small sample of questions from the Wellness Survey. d. PTA Nichole Adamson, River Mill PTA, reported that the Fall Festival had a great turnout and was a very successful fundraiser. Boosters Club: Principal Ryan Carpenter thanked Northwest Technology for manning the concessions at the homecoming festivities. The high school marching band performed at the half-time program and it was great! He thanked the Boosters Club for purchasing the tuba for the band. Director Mudrow thanked the Athletic Director and Boosters Club for providing traveling teams beverages, snacks, and dinners. C. Hearing of Citizens (Action Items Only): No citizens signed up to speak on Action Items. D. ACTION ITEMS 1. Consent Agenda The Consent Agenda included: September 14, 2016 School Board Meeting Minutes; Personnel Actions as presented in Staff Reports; Second Reading of Policies Sections K and L; and policies previously adopted during Policy Rewrite with new policy updates. Section K KAB - Parental Rights KAB-AR - Parental Rights KBA - Public Records** KBA-AR - Public Records KBA-AR(2) - Responding to Public Records Requests - Delete KBA-AR(3) - Public Records - Delete KBA-AR(4) - Model Notification of Rights under FERPA for Elementary and Secondary Schools - Delete KBCA - News Releases - Delete KBCAA/GBEBE/JHCCE - News/Media - HIV, AIDS or HBV** - Delete KBCB - Press Conferences and Interviews - Delete KBE - Political Campaigns KC - Community Involvement in Decision Making - Delete KG - Community Use of District Facilities KG-AR(1) - District Facilities Use Application - Delete Page 2 of 6
KG-AR(2) - Classroom and Other District Facilities, Personal Property and Equipment Lease Agreement - Delete KG-AR(3) - Major Project Proposal - Delete KG-AR (4) - Facilities Rental/Use Application KG-AR(5) - Community Uses of District Facilities - Delete KG-AR - Community Use of District Facilities - Delete KGB - Public Conduct on District Property KGC/GBK/JFCG - Prohibited Use, Possession, Distribution or Sale of Tobacco Products and Inhalant Delivery Systems KGF/EDC - Authorized Use of District Equipment and Materials KH - Public Gifts to the District KI - Public Solicitation in District Facilities - Delete KI/KJ - Commercial Advertising/Merchandise Sales (Version 2) - Proposed KI/KJ-AR - Commercial Advertising/Merchandise Sales - Proposed KJ - Advertising in District Facilities (Version 1) - Delete KJA - Materials Distribution** KK - Visitors to District Facilities ** (Version 1) - Delete KK - Visitors to District Facilities ** (Version 2) - Proposed KK-AR - Visitors to District Facilities - Delete KL - Public Complaints* KL-AR(1) - Public Complaint Procedure KL-AR(2) - Public Complaint Procedure - Delete KL - AR(3) - Public, Students and Employee EEO and/or Title IX Issues - Delete KL-AR(4) - Public complaints - Athletic Complaint Procedure - Delete KN - Relations with Law Enforcement Agencies KN-AR(1) - Relations with Law Enforcement Agencies JHFE /KN-AR(2b) - Abuse of a Child or Other Investigations Conducted on District Premises Section L LBE - Public Charter Schools** LBE-AR (1) - Public Charter Schools LGA - Compliance with Standards LGA-AR(1) - Public Appeals and Complaints about Alleged Violations of Standards LGA-AR(2) - Appeal to the State Superintendent for Alleged Standards Violation Policies previously adopted during Policy Rewrite with new policy updates: BBAA - Individual Board Member s Authority and Responsibilities BBC - Board Member Resignation BBFA - Board Member Ethics and Conflicts of Interest BBFB - Board Member Ethics and Nepotism BD/BDA - Board Meetings /Regular Board Meetings BDC - Executive Sessions Page 3 of 6
BF/BFC/BFD - Policy Development, Adoption, Revision and Implementation ECACA - Radio Frequency Identification Devices** - Proposed ECACB - Unmanned Aircraft System (UAS) a.k.a. Drone - Proposed EFAA-AR - Reimbursable School Meals and Milk Programs (National School Lunch Program, School Breakfast Program, Special Milk Program) GBM - Staff Complaints GBMA - Whistleblower - Proposed GCBDC/GDBDC - AR - Eligible Employee Request for Domestic Violence, Harassment, Sexual Assault or Stalking Leave GCBDD/GDBDD - Oregon Sick Time* - Proposed GCDAGDDA - Criminal Records Checks/Fingerprinting GCDA/GDDA-AR - Criminal Records Checks/Fingerprinting IGAI - Human Sexuality, AIDS/HIV, Sexually Transmitted Diseases, Health Education IGBBA - Identification - Talented and Gifted Students** IGBBA-AR - Appeals Procedure for Talented and Gifted Identification and Placement** - Delete IGBBB - Identification - Talented and Gifted Students among Nontypical Populations** - Delete IGDF - Student Fund-Raising Activities IGDF-AR - Student Fund-Raising Activity Request and Verification Proposed IKF - Graduation Requirements JFC - Student Conduct and Discipline** JG - Student Discipline JHCA/JHCB - Immunization, Physical Examination, Vision Screening/Eye Examination and Dental Screening** JHCD/JHCDA-AR - Prescription/Nonprescription Medication**/* JHCDA - Prescription Medication**/* Motion: Director Wheeler moved, seconded by Director Miller, to accept the Consent Agenda as presented. Discussion: Director Riedel shared that since the Policy Committee had completed the full policy re-write, all future policies listed in the board agenda need to be reviewed by all board members for first and second readings. The motion carried 6-0; Director Behrman was absent. E. Superintendent s Report : The Superintendent s report was included in the October Board packet. F. Executive Director of Administrative Services Report : Donna Cancio s Financial Report was included in the Board packet. The Maintenance Plan for District Facilities was included in the Board packet. The Maintenance Plan is also posted on the Facilities Department webpage and Page 4 of 6
the Bond webpage. Custodial/Maintenance Supervisor John Simpson was available for questions. Donna Cancio shared that each school had a copy of the maintenance checklists to complete for building preventative maintenance. Directors Adamson and Mudrow recently attended a Transportation Department meeting and asked if there were solutions to some of the bus routing problems. Donna Cancio explained that they have a preliminary plan ready to be implemented and are ready to push back the morning routes by 10 minutes; however, they are still working on the afternoon routes. They plan to break up routes for buses that get to the middle school late. They are also working on a solution so students will not have to wait for buses in the rain. The board asked that District administration move quickly to resolve the problem in the next two weeks and to keep the board informed. Director Mudrow asked for an update on repairs at the Transportation building. Donna Cancio shared that they were getting estimates for new lighting for the Transportation grounds. John Simpson said the Maintenance staff had started working on the replacement of all outside emergency exit steps. Director Adamson asked about the recent bus emergency evacuation drill. He said some building staff were not aware students on buses were having an evacuation drill. Director Cancio said she would follow up and report back to the Board. G. Board of Directors Reports : Director Smith said the Fall Festival was awesome. She liked that it was spread out; the decor added a lot. Events Etc. donated the set-up at no cost. Director Riedel shared that Clackamas River has started their Self Managers Program for kids. It promotes student leadership; students earn badges. He attended Homecoming; it was great to see the marching band. He said the field conditions were very poor. We need to start watering earlier and over seed the grass. He will be reporting on youth injuries. He also shared that the track was in bad shape. He thanked Ryan Carpenter for his participation in attending the two Town Hall meetings. Director Wheeler reported on the Bond measure and said they needed volunteers for the phone tree calling. He said the Bond Advocacy Committee has almost achieved their fundraising goal. Director Adamson and Director Mudrow recently toured the bus garage. Director Adamson said Transportation Director Marcia Hahn would love to show everyone around. The buses are back by 8:00 am. Donna Cancio said the new mechanic was very organized and was working on preventative maintenance. Director Miller also attended the Fall Festival; the turnout was great! Everyone enjoyed themselves. Director Mudrow said he recently met with High School Principal Ryan Carpenter. The high school has great energy and enthusiasm. He would like to have Principal Ryan Carpenter report to the Board and share an insider s view of the high school. H. Hearing of Citizens (Non-Action Items) - No reports. Page 5 of 6
I. Adjournment The meeting adjourned at 8:38 p.m. Jeromy Adamson Board Chair of the Board of Directors Marla Stephenson Superintendent Date Date Page 6 of 6