January 17, 2013 at 7:00 PM - Regular Session

Description:  Mike Gone

We would like to welcome you to the Regular Session of the North Santiam School District’s Board of Directors.  This is an open meeting of the Board and the public is allowed to be present to observe. On tonight’s agenda is a place for public participation. Anyone in attendance, that isn’t on the agenda and wishes to address the Board during this meeting must fill out a public participation card that is available at the door and give it to the Board Secretary, Mary Richards.

Description:  Added attachments to the board packet are noted below:

(1)  Communications Spotlight~ agenda item moved on top of agenda due to prior commitment
(2)  Approval of New ASB Club~agenda item
(3)  Additional Policy Review Items~attachments
(4)  POS and Short Form Investment Policy~attachments
(5)  Budget Committee Membership~attachment
(6)  Health Safety & Security Report~attachment

Description:  MOTION: 
I move the Board approve the agenda as presented (or modified).

By:
Second:

Description:  Jodi plans to show the board her progress on Facebook and a new tool for reaching parents in the District.  

Description:  The North Santiam School District joins 196 other school districts throughout Oregon to celebrate January as “School Board Recognition Month”.  Our school board members spend countless hours of unpaid time working to provide the best possible education for our students. They also serve as the corporate board of directors for one of our community’s largest employers. Celebrating School Board Recognition Month is one way to say thanks for all they do.

School board members represent their fellow citizens’ views and priorities in the complex enterprize of maintaining and running the community’s public schools. They also reinforce the principle of local control over public education, which is an important, highly valued aspect of education in Oregon. Too often the efforts of school board members go unrecognized.

 Even though we are making a special effort during January to show appreciation for our school board members, we recognize their contributions reflect a year-round effort on their part.  The small thank you notes and other recognitions from students and staff are given from the heart.  Mike Wagner, Tass Morrison, Steve Hack, David Kinney, Laura Wipper, Tod Nau, and Garrett Trott are dedicated individuals who are committed to improving student achievement and to fighting for the best for all of our students. 

Thank You!

Description:  The Board welcomes public comments on topics and concerns that affect the education of students. When stating an opinion before the Board, a statement of facts on which the opinion is based is particularly helpful.  The Board is also interested in your comments for viable solutions and ways of involving others who would be affected by the offered solutions.  Due to confidentiality and liability issues the Board cannot hear complaints against staff in an open session.  A copy of the policy and procedures on how to file a complaint are available at the back of the room, at any school office, from the board secretary, or from the North Santiam School District web site.  If there is anyone in attendance at this time, who has filled out a public participation card and wishes to address the Board, please step forward and state your name and address.

Description:  Andy will give an oral report to the Board. Written "Short Reports" from the Management Team have been submitted to the Board for their review. 

Attachments included (1) a Health, Safety & Security Report from Gary Rychard with comments about the recent incident at Sublimity Elementary School, and (2) the open enrollment policy that Andy will discuss with the Board.  The policy will be on the consent agenda at the next meeting with any revisions as discussed and if approved, a resolution will be ready for adoption stating the number of students that the District will accept during the open enrollment period.

Description:  Andy will give the Board an oral  financial report.  The District received the written audit this week for 2011-12.  The Board will receive a copy of this audit at the meeting and it will be on the February agenda to allow for comments or questions.  Jane has submitted her monthly financial report  with the following comments:

The beginning fund balance has been changed to match the audited June 30, 2012 general fund balance of $2,142,213.  The previous balance was a projection at $1,968,759.

The estimated ending cash balance is $977,371.  It is my belief that as we continue to expend below budget that the ending fund balance will be around $1.2 million.

Description:  Andy will give the Board a short report on where we are at in the process to begin implementation of the bond.

Description:  Attached is a copy of the combined bond activities that have been completed as well as those that are still on the scheduled calendar.  The dates listed may change slightly as the District moves forward with the implementation of the bond.

Description:  This item is on the agenda to allow an opportunity to share information between communities in the District regarding upcoming city projects, grants, or community events that the school district or board members might participate in or need information about. 

Description:  A list of upcoming events in the North Santiam area can be found on the Stayton Events web site at www.staytonevents.com.  Events that board members may be interested in attending are listed as an attachment in the board book packet. 

For those board members interested: Stayton City Council meetings are scheduled for the third Monday of the month at 7:00 p.m.; Sublimity City Council meetings are scheduled for the second Monday of the month at 7:00 p.m.; Lyons City Council meetings are scheduled for the fourth Tuesday of the month at 6:00 p.m.

Description:  The CE Committee met on January 10th in the Santiam Room located at the District Office.  The agenda and discussion centered around a communication plan for getting information about the District and the bond out to the public.  Jodi prepared a draft calendar that included the start and end dates for bond design and construction as a starting point for the discussion.  The next meeting of the CE Committee will be on February 7th at 9:00 at the District Office.

Description:  Mary has prepared the minutes from the board meeting  last month, which is attached in the board book packet for your review and approval. All past "approved" minutes have been posted.

Description:  A list of any licensed employee changes prior to the board meeting will be available as an attachment under this heading.  At this time there are no changes to approve.

Description:  This policy and administrative rule was reviewed at the last meeting.  Approval is needed for these revisions to take effect.

JEA & AR~ Compulsory Attendance

Description:  MOTION:
I move the Board approve and accept the items listed in the Consent Agenda as presented including:

7.1~the approval of the  minutes from the December 20, 2012 Special/Regular Session; and
7.3~the approval of the revisions to policy JEA-Compulsory Attendance.

By:
Second:

Description:  The Official Preliminary Statement (POS) required as part of the paperwork for the bond sale will be added to the board packet as soon as it is ready.   No action is needed, Andy and Jane just have to state that they gave you the information to review prior to the bond sale.

Jane will also discuss the policy revisions needed based on the recommendations of the District's bond attorneys. These policy revisions will be on the consent agenda in February.

Description:  The filing period for open board positions to be placed on the May election ballot begins on February 9, 2013 and ends on March 21, 2013 at 5pm.

Terms are four years (July 2013-June 2017) unless a board member is completing a term for a former board member such as Tod Nau and Garrett Trott.  Those who need to file if they plan to continue as a board member include:

David Kinney~ At Large District 7 (2013-2017)
Tod Nau~ Stayton District 2 (2013-2015)
Tass Morrison~ Sublimity District 1 (2013-2017)
Laura Wipper~ Rural Stayton District 3 (2013-2017)
Garrett Trott~ At Large District 5 (2013-2015)

The openings will be posted by the Marion County Clerk by February 9th.  For those listed above, please let Andy know if you do not plan to file for re-election ASAP.

Description:  Andy will submit a list of those who have volunteered to be on the Community Bond Oversight Committee as well as the membership of the Executive Bond Committee. The Board needs to approve the membership of both of the committees. 

MOTION
I move the Board approve the membership of the Community Bond Oversight Committee and the Bond Executive Committee as presented.

By:
Second:

Description:  Jane is reviewing the terms of the current budget committee members and will report if there will be any additional appointments needed as the District begins the process for approval of its 2013-14 Budget.

Description:  Policy revisions attached were sent to us by OSBA, and are based on new laws and regulations.  These are "required" revisions.  The policy revisions on graduation requirements were just clarifications from previous revisions approved.

AC- Nondiscrimination
ACA & AR-American with Disabilities
AD-Educational Philosophy
JHFE & AR-Child Abuse
IKF-IKFC & AR Graduation

Description:  SIS/SMS would like to establish a Lego Robotics Club.  In order for the club to do fund raisers and deposit the proceeds into an ASB account, the Board must approve the formation of the club first.

MOTION:
I move the Board approve the formation of the Lego Robotics Club at Stayton Intermediate/Middle School and give them access to an ASB account for deposits and expenditures.

By:
Second:

Description:  The February 5, 2013 Special Session has been added to the Revised Board Calendar.  Also as requested, a new goal setting timeline has been set up and is attached for review.

Description:  Dave will present the progress on the goals for the 2013-14 Achievement Compact.  The following changes were received by the District on January 8th via email. The Committee will meet to discuss these changes and how they will affect goals in February.

(1) Elimination of the five-year cohort graduation measure
(2) Separating the previously paired 9th grade measures of credits earned and attendance
(3) Adding a math measure at the 8th grade level
(4) Moving the 3rd grade math measure to the 5th grade level

Description:  Stayton High School enrollment went down by 18 students (including Alternative Ed) during the past month.  District-wide enrollment decreased by 27 students (counting K students as a .50 student) during the same time.

Description:  The current list of field trip requests to be taken in January and February is attached in the Board Book Packet. 

Description:  The following is a list of gifts and/or donations that the District has received since the last board meeting.  Thank you letters will be sent out as soon as the board acknowledges the receipt of these gifts and/or donations and the Board Chairman adds his signature.

Hiatt Christmas Trees donated a total of $455 to support ASB activities at local schools based on fund raiser criteria for trees sold in Stayton.  The company gave a certain percentage of the sale of each tree to a school when the buyer mentioned the school during the purchase. 

Marion Soil and Water Conservation District donated $250 to cover the cost of transportation and associated costs for the SHS Advanced Agricultural Class to remove a non-native plant species from a public water source.

Description:  Upcoming board activities include:   

February 5, 2013~Special Session at 7:00 pm held in the Santiam Room on the District Office site.
February 21, 2013~ Regular Session at 7:00 pm held in the library at Stayton Middle School.  

Description:  A list of future agenda items is attached as part of the board packet.  Board members may request that additional items be posted to this list.

Description:  This time is set aside for comments on board activities or announcements. Several board members attended the OSBA Annual Convention this past week and may want to share some of the information they gathered while there.

Description:  Tass went to 'Leadership Oregon' and plans to give the Board an update.  

Description:  This will stay on the agenda until a full picture of the Board can be taken.  
The board protocol with a current picture of the Board is located in each building.  These cannot be updated until a picture of the current board members is available and inserted into the frames. 

Description:  Time: