November 10, 2022 at 6:00 PM - Alsea School Board Meeting

Approval of Agenda

  a. Brick and Mortar (Eric Clendenin)
                  i.  Student:  of the month for Middle School and High School are MS Carter Campbell and Tamara O'Brien, High School was Stetson White and Tiiffany Lile.
                   ii. Employee of the Month was Mr. Nathan Roberts
                iii. Volleyball Team and Coaches Honored for Fall Achievements - 

Bart Rothenberger: praised the volleyball coaches Ricki Hendrix, Anna Chilcote and volunteer,  Risteen Follett. He praised the volleyball team.  Great year for Volleyball we were 4th in the league, took third seed to state, ended up playing the State champs in the first game at state. The volleyball team maintained a GPA 3.29.  Congratulations to all for the well deserved recognition.

Superintendent Report: Sean Gallagher:
            a.  Alsea Outreach Happenings,
                          Presented: Sara Littlefield - Unable to attend
            b.  Safety and Security Inspection: addressed enhanced safety and electronic doors and intercom system. District nurse with AED machines, comprehensive reports that show how the assessment is going. We have a lot of good things that we’re currently doing. The report also showed some areas that need to be work on.
            c. The award assembly was great! Pizza feed
            d.  Bond Update:
                      Sean Gallagher            

Financials: LaRea Sullivan:
          a.  Accounts: Memo about financials, 522 up to 526 in enrollment (B&M). Updated to the State as of 10-1, there will be some loss for this year.  Won't see it fully till next year. Conservative spending for this year. New forms added. The top 10 categories are the most budget heavy
          b. Three Year Budget Plan: Still working on this plan. It’s expected at 9.1 billion, but currently at 9.3 billion.  ASB accounts are lined out with the account balances. RisteenFollet: wants to know about the negative account and what they are doing to figure out a plan to move forward. Sean Gallagher: they were inherited and due to COVID there has been no opportunities to replenish them. There were also promises of funds that were never followed through. Vacation day policy and review: current policy was overridden by a memo on 6-8-22, for 10 instead of 11.5. The exact days need to be cleaned up. The new 158 classified employees getting paid for 5 holidays, cost analysis included. 

Patron Comments:Jennifer Lookabought: during a recent meeting with Catherine Ellis and Sean Gallagher, brought to their attention that the LaHO staff are not known.  Remind Community and Board that they are in fact real people. Asked the staff to give little snippets of their concerns and hopes.  Went over the pay discrepancy that the "HR Reset" has brought forward. She is no longer able to afford to stay due to the reset. She’s saddened by this development. *see the document that she put forth to the board* 

10. Board Discussion
            a.  Superintendent Search: No updates at this time. WIll be getting together with VIncent in the next week or two. Tentative schedule for the confidentiality training, Jan 12th. Risteen Follett asked if we should invite Vincent to the meeting? Deb Linberg said she would reach out.
            b.  Second Reading of Policies:
                        i.  AC, Nondiscrimination
                      ii.  AC-AR , Discrimination Complaint Procedure
                      iii. ACB, Every Student Belongs
                      iv. ACB-AR, Bias Incident Complaint Procedure
                      v. BB, Board Legal Status
                      vi. BBA, Board Powers and Duties
                      vii. BBAA, Individual Board Member’s Authority and Responsibilities
                    viii. BBB, Board Elections
                      ix. BBBA, Board Member Qualifications
                        x. BBBB, Board Member Oath of Office
                      xi. BBC, Board Member Resignation
                      xii. BBD, Board Member Removal from Office
                    xiii. BBE, Vacancies on the Board
                    xiv.  BBF, Board Member Standards of Conduct
                      xv.  BBFA, Board Member Ethics and Conflicts of Interest
                    xvi,  BBFB, Board Member Ethics and Nepotism
                    xvii.  BBFC, Reporting of Suspected Abuse of a Child
                  xviii,  BC/BCA,  Board Organization/Board Organizational Meeting
                    xix.  BCB, Board Officers
                    xx.   BCD, Board-Superintendent Relationship
                    xxi.  BCF, Advisory Committees to the Board
                    xxii. BD/BDA, Board Meetings
                    xxiii. BDB, Special and Emergency Board Meetings
                  xxiv.  BDC, Executive Sessions
                  xxv,   BDD, Board meeting Procedures
                  xxvi.   BDDC, Board Meeting Agenda
                xxvii.   BDDH, Public Participation in Board Meetings
                xxviii.   BDDH,  Public Comment at Board Meetings
                  xxix.   BDDH-AR, Public Participation in Board Meetings
                  xxx.   BF, Policy Development
                  xxxi.   BFC, Adoption and Revision of Policies
                xxxii.   BFCA, Administrative Regulations
                xxxiii.   BFD, Board Policy Implementation
                xxxiv.   BFE, Administration in the Absence of Policy
                  xxxv.   BFF, Suspension of Policies
                xxxvi.   BG, Board Staff Communications
                xxxvii.   BH/BHA, Orientation of New Board Members
              xxxviii.   BHB, Board Member Development
                xxxix.  BHD, Board Member Compensation and Expense Reimbursement
                      xl.  BHE, Board Member Liability Insurance
                    xli.  BI, Board Legislative Program
                    xlii.  BJ, Board Membership
                  xliii.  BK,  Evaluation of Board Operational Procedures
                  xliv.  CB, Superintendent
                    xlv.  CBA, Qualifications and Duties of the Superintendent
                  xlvi.  CBB, Recruitment and Appointment of the Superintendent
                  xlvii.  CBC, Superintendent’s Contract
                xlviii.  CBG, Evaluation of the Superintendent
                  xlix.  CCB, Line and Staff Relations
                  xlx.   CCG,  Licensed Evaluation - Administrators
                  xlxi.   CHCA, Approval of Handbooks and Directives
            Risteen Follett: are there any policies that anyone would like to discuss: Ryan Van Leuven  CDCBI: Sean Gallagher said it’s under state law.  Risteen Follett Note: include the CDCBI policy in the new superintendent search contract language. Risteen Follett has 5 she would like to look at: ACBD12: Every student belongs, 6th paragraph, OSBA’s description of hate symbols, she feels, are too narrow a focus. There doesn’t seem to be anything about allowing some symbols to be used while teaching a specific subject. Is there an educational component? Ryan VanLeuven , yes it’s in another section or policy. Risteen Follett, do they want to expand? Sean Gallagher made the suggestion that it’s just a policy not an AR, so there could be specifications made there. ACRG1: in step 3 there is a grammar error, change to "during a board meeting".  BCFD1: pg 2 following section about the education equity committee, adopt or just evaluate? Sean Gallagher recommends that we wait and see how larger districts handle it before we jump in.  Deb Lindberg: She thinks we should wait and see.  Ryan Van Leuven: Who makes up the committee? Community members, employees, and parents. BDDHG1: Item 3 states person speaking may only comment on agenda items.  Risteen Follett feels that the board should limit patrons to just speak their opinions on agenda items. Sean Gallagher said that it was a house bill that was passed so there may be no way around it. Risteen Follett would like to see it held out and get more information on it before first reading. BKD1: adopting this means that the board will have to do a self evaluation. She wanted to make sure that everyone was aware of this and felt it was something they could very much do.  Sean Gallagher said it’s an existing policy. There was just a legal change. 

Action Items:
        a.  OSBA Elections, November 15 - December 15, 2022,  https://www.surveymonkey.com/r/TBWH8JC

Risteen Follett: there should have been a document that went with this? Sean Gallagher, yes there should have been instructions. 

*Get the instructions for the Dec 8th meeting* Move to Dec 8th 
        b.  Certified Extra Duty Contracts and MOU: Sean Gallagher: one of the areas that we will be working on the teachers with.  We will need to bring some of these to the board directly. Mr. David Fricke will have three.  YTP, Credit Recovery, Elem SPED resignation-he took on-the district bought his prep. Ryan VanLeuven: summer programs pay for some of it? Sean Gallagher: yes some of it does, but the YTP grant will pay for some of it along with the credit recovery. They have a meeting to clarify the total amount. Risteen Follett: are all of these independent to the employee? Are there any others that help in this? Sean Gallagher: There is a YTP assistant that is compensated and employed as YTP already. Deb  motions to approve the extra duty contracts, Ryan seconds, all in favor.
        c.  Student Investment Account (SIA):Sean Gallagher: ODE has been gathering money over the years to create an account around student academic achievement.  This is a report for a grant for the last 3 years. RTI/MTSS process, Family Liaison, k-12 Math adoption, College advancement.  Barriers, awareness of state standard alignment, training on lesson planning and implementation that align with common core, establishing trust with high risk students. Engagement with students/family: PIO is a big piece of this. What guides your choices: the new project that aligns all aspects of Align for Student Success.  This shows that we brought it to the board and there were patron comments available.
                        Patron Comments: Joni Olsen: looks great, would like to see more information that elaborates on the aspects and clarifies better. 

Ryan VanLeuven motions to approve the annual SIA report, Deb Seconds, Risteen would like to see it accompanied with a memo that clarifies the broader pieces of the document.  All in favor

        d.  Approve Policies i. - xlxi. Risteen Follett motions to remove the exclusions: BDDHG1 and BCFD1 for further clarification in state law. Ryan VanLeuven seconds: wants to know if we’re removing it completely or just for clarification. Risteen Follett amended her motion: remove policy BKD1 to review legal compliance, BDDHG1 and BCFD1 remove the optional language and the language of the quality committee. Ryan Van Leuven seconds, All in favor

       e.  HR Reset Salaries Approval: Comprehensive proposal, keep in mind. Keep a balance of salaries across the board. There were a lot of anomalies and they needed to be revised. Take this as a first reading as it is complex and will take time to read. Included new proposals. Will rescan and repost to Board Books. Looked at size and competitive districts for comparison ranges. Bus Drivers is an area that shouldn’t change. 70% reimbursement for the State. Area for review instructional aides moved to a 3 tier system instead of a 2 tier. Secretary difference. Admin changes as well. Goal is to rebalance and have accountability. We have been underpaying our classified staff and have competitive salaries for other areas. Was to have longevity to our employees...signing bonuses for starting and staying. Board will be approving the salary schedule and can’t place a name to a position. Deb Lindberg: salary change to the total budget? What’s it going to do? Sean Gallagher and Roxie Smallwood will place people on the schedule, but opening up the personnel files is a mess.  Will be having meetings with teachers to place them on the correct level. Deb Lindberg: this will help us know what we’re saving, that was the whole reason for this process.  Sean Gallagher yes there should be cost savings shown. RisteenFollett: she is interested in saving money to keep the doors open.  She wants to see general cost savings to see how we're helping the district. LaRea Sullivan: there should be an estimated 15-20% cost savings, but it will be a standard set for everyone to see.  Can’t say that will be exact without seeing the exact numbers. Linda: Montanez quick synopsis of what LaRea Sullivan said? Sean Gallagher: Emphasizing that this is a first reading and the estimate is a 15-20% cost savings. Risteen Follett moved action item e to Dec meeting. 

f. Forestry Students Overnight Stay, Rockaway Beach: Sean Gallagher  asked Eric Clendenin what his recommendation would be.  Eric Clendenin is in full support of them going.  It would be an invaluable experience and to set up our program for the future. Sean Gallagher agrees. Deb Lindberg motions to approve the overnight trip for the forestry class, Ryan VanLeuven seconds, all in favor.

g. Alsea Varsity Basketball Overnight Trip to Elgin: *see memo for complete list/description.

Closed Open Session at 2038

2046 Executive session 

For continuation of the 6:00pm 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))

Ended at 2120

Executive Session at 2120
To review and evaluate the employment-related performance of the chief executive officer of any public body, a public officer, employee or staff member who does not request an open hearing. (ORS 192.660(2)(i))

Ended Executive at 2153

 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))

Ended at 2224