Thursday, January 12, 2023 Executive Meeting - Alsea School Board Meeting
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1. Call to Order
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2. 6:30 PM Executive Session:
To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. (ORS 192.660(2)(h))
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3. 7:00PM Return to Open Session
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4. Flag Salute
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5. Approval of the Agenda
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6. Discussion
a. Superintendent Search
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7. District Recognition:
a. Brick and Mortar i..Employee ii. January is School Board Recognition Month
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8. Superintendent Report:
Sean Gallagher a. District Priorities Update b. Bond GMP Update c. Seesaw
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9. Reports
a. Guidance Counselor Report b. Suicide Prevention Plan Draft
Speaker(s):
Hailey Rose
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10. Financials
a. Monthly Accounts b. Budget Calendar c. Bond payment Schedule Estimates d. FTE Report
Speaker(s):
LaRae Sullivan
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11. Payment of Bills for December 2022
Speaker(s):
LaRae Sullivan
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12. Patron Comments:
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13. Board Comments
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14. Approval of Minutes:
November 10, 2022 December 8, 2022
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15. Discussion
a. Coop Softball/Baseball with Philomath b. First Reading of Policies : GAA - GDPA-AR c. Second Reading of Policies: DB -FL District Budget DB Budget Calendar DBC Budget Preparation DBE Budget Committee DBEA Budget Hearing DBG Budget Adoption Procedures DBH Budget Amendment Procedures DBI Budget Transfer Authority DBK Budget Transfer Authority DBK-AR(1) Budget Transfer Request DBK-AR(2) Funding Proposals and Applications DD Investment of Funds DFA Investment of Funds DFA-AR Admission Prices and Receipts DFE Admissions to District Events DFEA Income from Program – Related Sales and Services DFG Authorized Signatures DGA Loss Coverage Bonded Employees and Officers DH Fiscal Accounting and Reporting DI Financial Reports and Statements DIC Property Inventories DID Audits DIE District Purchasing DJ Expenditure of District Funds for Meals, Refreshments and Gifts DJ-AR Bidding Requirements DJC Special Procurements and Exemptions from Competitive Bidding DJC-AR Personal Services Contracts DJCA Personal Services Contracts DJCA-AR Credit Cards DJFA Authorization for Payroll Deduction DJFA-AR Payroll DL Salary Deductions. DLB Expense Reimbursements DLC Staff Expense Reimbursement DLC-AR Disposal of District Property DN The following symbols are used on some sample policies: * May be subject to collective bargaining. ** As used in this policy, the term parent includes legal guardian or person in a parental relationship. The status and duties of a legal guardian are defined in ORS 125.005(4) and 125.300-125.325. The determination of whether an individual is acting in a parental relationship, for purposes of determining residency, depends on the evaluation of the factors listed in ORS 419B.373. The determination for other purposes depends on evaluation of those factors and a power of attorney executed pursuant to ORS 109.056. For special education students, parent also includes a surrogate parent, an adult student to whom rights have transferred and foster parent as defined in OAR 581-015-2000. [ ] Brackets occur in sample policies to indicate the need for districts to select or tailor information specific to their particular situations. Safety Program. EB Safety Committee .. EBAC Safety Committee EBAC-AR Integrated Pest Management . EBB First Aid** EBBA First Aid - Infection Control EBBA-AR Infection Control and Bloodborne Pathogens EBBAA Injury/Illness Reports EBBB Emergency Procedures and Disaster Plans EBC/EBCA Emergency Drills and Instruction. EBCB Emergency School Closures** EBCD Vandalism/Malicious Mischief ECAB Unmanned Aircraft System (UAS) a.k.a. Drone. ECACB Authorized Use of District Equipment and Materials EDC/KGF Student Transportation Services. EEA School Bus Scheduling and Routing EEAB School Bus Scheduling and Routing EEAB-AR School Bus Safety Program EEAC Student Conduct on School Buses EEACC Discipline Procedures for District-Approved Student Transportation EEACC-AR Discipline Procedures for District-Approved Student Transportation EEACC-AR Use of District Activity Vehicles for Student Transportation EEACD Loading and Unloading EEACE Special Use of School Buses EEAD Student Transportation in Private Vehicle EEAE Proof of Vehicle Liability Insurance EEAE-AR Use of Private Vehicles for District Business EEBB Local Wellness Program EFA Local Wellness EFA Local Wellness Program EFA-AR District Nutrition and Food Services EFAA Reimbursable Meals and Milk Programs EFAA-AR Reproduction of All Copyrighted Materials EGAAA Guidelines for the Use of Copyrighted Materials EGAAA-AR Cell Phones. EGACA Cell Phones. EGACA-AR Electronic Data Management EH Electronic Data Management EH-AR Records and Data Management EH-AR The following symbols are used on some sample policies: * May be subject to collective bargaining. ** As used in this policy, the term parent includes legal guardian or person in a parental relationship. The status and duties of a legal guardian are defined in ORS 125.005(4) and 125.300-125.325. The determination of whether an individual is acting in a parental relationship, for purposes of determining residency, depends on the evaluation of the factors listed in ORS 419B.373. The determination for other purposes depends on evaluation of those factors and a power of attorney executed pursuant to ORS 109.056. For special education students, parent also includes a surrogate parent, an adult student to whom rights have transferred and foster parent as defined in OAR 581-015-2000. [ ] Brackets occur in sample policies to indicate the need for districts to select or tailor information specific to their particular situations. Facilities Planning FB Capital Construction Program FC Capital Improvement - Educational Program FEA Selection of Architect FEB Energy-Conserving Construction FECBA Construction Contracts - Bidding and Awards FEF/FEFB Naming New Facilities FF Memorials FFA Temporary District Facilities FJ Facilities Renovation FK Retirement of Facilities FL The following symbols are used on some sample policies: * May be subject to collective bargaining. ** As used in this policy, the term parent includes legal guardian or person in a parental relationship. The status and duties of a legal guardian are defined in ORS 125.005(4) and 125.300-125.325. The determination of whether an individual is acting in a parental relationship, for purposes of determining residency, depends on the evaluation of the factors listed in ORS 419B.373. The determination for other purposes depends on evaluation of those factors and a power of attorney executed pursuant to ORS 109.056. For special education students, parents also includes a surrogate parent, an adult student to whom rights have transferred and foster parent as defined in OAR 581-015-2000. [ ] Brackets occur in sample policies to indicate the need for districts to select or tailor information specific to their particular situations. FIRST READING of GAA -GDPA-AR Personnel: Definitions.................................................................. GAA Job Descriptions........................................................................... GAB General Personnel Policies......................... ................................... GB Equal Employment Opportunity.................................................. GBA Veterans’ Preference..................................... ............. ..... GBA-AR Staff Ethics... .............................................................................. GBC Staff Ethics................................................................. GBC-AR Alcohol/Controlled Substance Use......................................... GBCBA Board-Staff Communications....................................................... GBD Expression of Milk [or Breast-feeding] in the Workplace *...... GBDA Staff Health and Safety................................................................. GBE Workplace Harassment *........................................................... GBEA Workplace Harassment Reporting and Procedure... GBEA-AR Communicable Diseases – Staff................................................. GBEB Communicable Diseases – Staff.............................. GBEB-AR Communicable Diseases............................... GBEB/JHCC-AR Staff - HIV, AIDS and HBV..................................................... GBEBA HBV/Bloodborne Pathogens................. GBEBAA/JHCCBA /EBBAB Drug-Free Workplace................................................................. GBEC Medical Examinations/Drug Testing........... .............................. GBED Drug and Alcohol Testing - Transportation Personnel............ GBEDA Drug and Alcohol Testing - Transportation Personnel. GBEDA-AR Staff Participation in Political Activities......................... ........ GBG Staff/Student/Parent Relations**............ ......... ......... GBH/JECAC Parental/Family Relationship**....................................... ....... GBHA Gifts and Solicitations....................................................... ......... GBI Internet-Based, Crowd Funding Solicitation....... .... ..... GBI-AR Prohibited Use, Possession, Distribution or Sale of Tobacco Products and Inhalant Delivery Systems......................................... ... GBK/JFCG/KGC Prohibited Use, Distribution or Sale of Tobacco Products and Inhalant Delivery Systems................................................ GBK/KGC Personnel Records..... ........................................................... GBL Staff Complaints..................................................................... GBM Staff Complaints Procedure....................................... GBM-AR Whistleblower.......... .................................................... GBMA Sexual Harassment................................................................ GBN/JBA Sexual Harassment................................................................ GBN/JBA Sexual Harassment Complaint Procedure.......... GBN/JBA-AR(1) Federal Law (Title IX) Sexual Harassment Complaint Procedure ............ ...... GBN/JBA-AR(2) Sexual Harassment Complaint Procedure.... .... GBN/JBA-AR Hazing/Harassment/Intimidation/Bullying/Cyberbullying/Menacing – Staff.... ..... GBNA Hazing/Harassment/Intimidation/Bullying/Menacing/ Cyberbullying Reporting Procedures – Staff.... GBNA-AR Suspected Sexual Conduct with Students and Reporting Requirements *. GBNAA/JHFF Suspected Sexual Conduct Report Procedures and Forms* GBNAA/JHFF-AR Suspected Abuse of a Child Reporting Requirements**.. .GBNAB/JHFE Reporting of Suspected Abuse of a Child... GBNAB/JHFE-AR(1) Abuse of a Child Investigations Conducted on District Premises.. GBNAB/JHFE-AR(2) Licensed Staff Positions...................................................................... GC Personal Electronic Devices and Social Media - Staff**.............. GCAB Associated Payroll Costs................................................... GCBC/GDBC Family Medical Leave................................................. GCBDA/GDBDA Oregon Family Medical Leave (OFLA. GCBDA/GDBDA-AR(1) Sample Letter to Employee - OFLA Leave..GCBDA/GDBDA- AR(3) OFLA Eligibility Notice to Employee... GCBDA/GDBDA-AR(4) OFLA Medical Certification.................. GCBDA/GDBDA-AR(5) Oregon Military Family Leave.............. GCBDA/GDBDA-AR(6) Designation Notice – OFLA............ ..... GCBDA/GDBDA-AR(7) Fitness-for-Duty Certification................ GCBDA/GDBDA-AR(8) Family Leave *.... ........ GCBDA/GDBDA-AR(1) Employee Request for Family and Medical Leave.. GCBDA/GDBDA-AR(2) Certification of Health Care Provider. GCBDA/GDBDA- AR(3)(A) Certification of Health Care Provider... ... GCBDA/GDBDA- AR(3)(B) Military Family Leave..................... GCBDA/GDBDA-AR(3)(C) Military Family Leave..................... GCBDA/GDBDA-AR(3)(D) FMLA/OFLA Eligibility Notice to Employee............................ GCBDA/GDBDA-AR(4) Sample Designation Letter to Employee - FMLA/OFLA Leave... GCBDA/GDBDA-AR(5) Designation Notice –...................... GCBDA/GDBDA-AR(6) Fitness-for-Duty Certification........ GCBDA/GDBDA-AR(7) Early Return to Work............................. .... GCBDB/GDBDB Early Return to Work Procedures... GCBDB/GDBDB-AR Domestic Violence, Harassment, Sexual Assault, or Stalking Leave...... GCBDC/GDBDC Request for Domestic Violence, Harassment, Sexual Assault or Stalking Leave GCBDC/GDBDC-AR Sick Time.. ................ .. GCBDD/GDBDD Vacations and Holidays.. .. GCBE/GDBE Recruitment of Licensed Staff *.. GCC GCDA/GDDA Criminal Records Checks and Fingerprinting *... GCDA/GDDA Criminal Records Checks/Fingerprinting. GCDA/GDDA-AR Criminal Records Checks and Fingerprinting. GCDA/GDDA-AR Job Sharing... ........ ........... GCEC Job Sharing Agreement.... . GCEC-AR Overtime ........ ............ . GCKA/GDKA Compensatory Time....... GCKA/GDKA-AR Staff Development.... ............................ ... ... . GCL/GDL Evaluation of Staff..... ....................... .. .. GCN/GDN Layoff - Licensed Staff.......... ................ .. .. GCPA Layoff/Recall - Licensed Staff........... .... . GCPA-AR Reduction or Recall of Licensed Staff.. .. .. GCPA-AR Resignation of Staff....... .................................. .. . GCPB/GDPB Retirement of Staff...................... .................... .... GCPC/GDPC Discipline and Dismissal of Licensed Staff.... ..... GCPD Discipline and Dismissal of Licensed Staff. . GCPD-AR Private Tutoring for Pay. GCQAB Copyrights and Patents...... .................................. .... GCQBA Classified Staff/Classified Staff Positions............ ..... GD Posting of Vacancies - Classified........................... ... GDCA Substitute Classified Employees............................ .. GDEA Classified Staff Assignments and Transfers............ ..... GDI Notice of Employment........................ ....................... GDIA Discipline, Demoting or Dismissal of Nonrepresented St........ GDP Layoff - Classified Staff..... ................................................. GDPA Layoff - Classified Staff.... ................................. GDPA-AR The following symbols are used on some sample policies: * May be subject to collective bargaining. ** As used in this policy, the term parent includes legal guardian or person in a parental relationship. The status and duties of a legal guardian are defined in ORS 125.005(4) and 125.300-125.325. The determination of whether an individual is acting in a parental relationship, for purposes of determining residency, depends on the evaluation of the factors listed in ORS 419B.373. The determination for other purposes depends on evaluation of those factors and a power of attorney executed pursuant to ORS 109.056. For special education students, parent also includes a surrogate parent, an adult student to whom rights have transferred and foster parent as defined in OAR 581-015-2000. [ ] Brackets occur in sample policies to indicate the need for districts to select or tailor information specific to their particular situations.
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16. Action Items:
a. Coop Softball/Baseball with Philomath Approve Policies DB-FL b .Approve Policies DB-FL c. HR Reset Version Four for Approval d. Gallagher Memo Superintendent Search e. Approval Special Bond Meeting f. Seesaw Approval Process g. Submission of AED Grant h. Hire Long Term Sub for 3rd Grade
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17. Adjourn
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18. Key Dates and Calendar Updates
January 13, 2023 In Service/Grading Day January 16, 2023 Martin Luther King Day January 17, 2023 Fireside Chat January 17, 2023 Special Board Meeting January 17 – 27, 2023 J Term January 20, 2023 School in Session January 27, 2023 School in Session
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