April 21, 2016 at 6:00 PM - Executive/Regular Session

Description:  The Board will review the consolidated information from each board member's evaluation of the Superintendent.

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Description:  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's Executive Assistant.

Description:  Any changes to the board packet after posting will be noted below:

Added/Deleted Agenda Items After Posting-
•  Delete: Donation of Surplus Item
•  Add: Approval of Revised Budget Calendar

Added Attachments to Board Packet After Posting-
•  Policy Revisions
•  List of Gifts/Donations
•  Additional Leadership Team Reports
•  Financials for March 2016
•  Policy FF/FFA & AR-Naming Facilities/School Hall of Fame
•  Community Engagement Pilot Info
•  Revised Licensed Report

Description:  MOTION- APPROVAL OF THE AGENDA 
I move the Board approve the agenda as presented (or modified).

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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's Executive Assistant, or from the North Santiam School District website.  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.

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Description:  Alan will be presenting the following awards with help from Laura Wipper:

Ryan Forrette-Senior ~ National Bulsworth Award for Outstanding Character and Sportsmanship
Abigail Lucas-Senior ~ Future First Citizen Award
Taren Ikea-Mario-Senior ~ Statesman Journal All-Star Award

Kalie Harper a Junior at SHS also received the Statesman Journal All-Star Award.  She will receive her award at a later date.

Description:  Laura will help Missy as she presents board awards to the following ASB students for showing tremendous leadership abilities and inspiring others to be their best: Maia Krieger, Mya Joyce, Rachel Ptacek, Justus Bischoff, Alicia Wilson, Riley Beaman, Maggie Bielenberg, Owen Bromley and Isabelle Lucas.

Description:  Missy will be sharing information about what's happening at Sublimity Elementary and Middle Schools.

Description:  Andy will give the Board an oral report on the District and discuss the next steps in implementing new Community Engagement strategies. 

Description:  The March financial report has been submitted for the Board's review.  Jane will be in attendance to answer any questions. 

Description:  This item is on the agenda to allow representatives of city councils within the District's boundary an opportunity to share information on upcoming city projects, grants, or community events that the school district or board members might participate in, or need information about.   

Sublimity City Council, Jim Kingsbury-
Stayton City Council, Jennifer Niegel-
Lyons City Council, Steve Baldwin/Mike Wagner-

Description:  Mary has prepared the minutes from the board meeting last month, which are attached in the board packet for the Board's review and approval.

•  March 17, 2016-Special/Regular Sessions

Description:  The following policies were reviewed by the Board at the last Regular Session. Unless further review is necessary, they are ready to be approved.

BBFA-Board Member Ethics and Conflicts of Interest & BBFB-Board Member Ethics and Nepotism
The policy language was revised to better reflect the statutory wording for the definition of “relative” from Oregon Revised Statute (ORS) 244.020(15) and from the Oregon Governments Ethics Law – A Guide for Public Officials, published by the Oregon Government Ethics Commission.

Description:  Teri has submitted a list with changes to licensed staff since the last Regular Session.  It includes:

•  New Hires: Ruth Palfernier and Mary Nice as Long Term Subs
•  Resignations: Jason Hahnbaum, SMS; Beth Brown , ESL: Cheryl Lyons, SMS; and Vanessa Wilcox, SES
•  Retirements: Cathryn Lazarus, SIS and Linda Neely, SHS
•  Leave of Absence Request: Katelyn Burke for 2016-17, ML
•  Assignment changes listed on attachment for informational purposes only

Description:  MOTION- APPROVAL OF THE CONSENT AGENDA
I move the Board approve the Consent Agenda including: 10.1)  The minutes from March 17, 2016 Special/Regular Sessions; 10.2) The Approval of Policy Revisions to BBFA Board Member Ethics and BBFB Ethics and Nepotism;  and 10.3)  The approval of new hires as long term subs- Ruth Palfernier and Mary Nice; the acceptance of the resignation of Beth Brown (ESL), Jason Hohnbaum (SMS), Cheryl Lyons (SMS), and Vanessa Wilcox (SES); the approval of retirements of Cathryn Lazarus (SIS) and Linda Neely (SHS) and the Leave of Absence request from Katelyn Burke (ML) for the 2016-2017 school year.

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Description:  The Construction Pathway at the high school is being developed to allow student to learn the basics of building a home or other construction project.  SB1149 funds are available to pay for the land needed to build houses on.  Bill Martinak has two lots available on Washington Street, just a few blocks from the high school and he is willing to sell them both for $30,000.  Once the first house is built and sold, it will be used as seed money to continue purchasing property and buying supplies for further construction and support of this important pathway for students.

MOTION-APPROVAL OF RESOLUTION #042116A-LAND PURCHASE
I move the Board approve Resolution #042116A, which authorizes the District Superintendent and/or the Business Manager to proceed with and sign any and all documents necessary to facilitate the timely purchase of land used for housing construction for educational purposes for the sum of $30,000.  
 
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Description:  Laura along with Tod Nau, and Garrett Trott reviewed the strategies from 2015-16 and the notes from the Special Session in March.  The attached draft strategies for 2016-17 show revisions made during their meeting or prior during the Special Session in March.  Revised language has been added in "blue" font. 

MOTION-APPROVAL OF 2016-17 BOARD GOAL STRATEGIES
I move the Board approve the 2016-17 Board Goal strategies as presented (or modified).

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Description:  PACE member boards must adopt a board resolution and return the Form of Joinder to Trust Agreement to PACE by June 30, 2016, to continue receiving PACE benefits. PACE Trustees have approved a new PACE Declaration of Trust that requires this adoption by member boards.

MOTION: APPROVAL OF RESOLUTION #042116B-PACE AGREEMENT
I move the Board approve Resolution #042116B declaring a reinstated trust agreement between NSSD and OSBA Property and Casualty Coverage for Education (PACE).

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Description:  The Website Committee met on April 20th to see the last vendor demonstration.  Keith will provide an overview on the Committee's progress toward choosing a new vendor and is asking that the Board grant Superintendent Gardner the authority to approve the choice of the vendor and the ability to sign the contract for services so that progress can continue with the changeover from one vendor to the next.  The final choice would then be brought back to the Board as a informational item. 

The attached presentation has the first sheet blank-please disregard this and move onto the second sheet.

MOTION-APPROVAL OF WEBSITE VENDOR AS DESIGNATED BY THE SUPERINTENDENT

I move the Board grant Superintendent Gardner the ability to designate the choice of vendor for the new website and sign all related contractual documents as needed in order to proceed in a timely manner.

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Description:  The Community Engagement Committee met on April 7th for their regular monthly meeting.  On the agenda was a review of the request received by the Board on March 3rd from Sella Bemrose.

The original request received by the Board asked that the new wing at SES be named after Tracy Herrold. Sella submitted an additional letter of request clarifying that her original request was really about a memorial plaque in the name of Tracy Herrold being placed in the new wing, not the new wing being named after Tracy.  

There was a recommendation from the Committee that schools might consider having their own Hall of Fame and being able to place a plaque in recognition of staff, students, etc. placed in this hall within the school building.  After some discussion on how that might look and possible general processes, procedures and guidelines for its creation the CE Committee voted unanimously to 1) generate an administrative rule for the Board's approval that includes the ability to establish of a School Hall of Fame with the general process, procedures, and guidelines for its creation, and 2) recommend that two recognition plaques in the name of Tracy Herrold and Dave Gentry be placed in the future SES Hall of Fame in the manner presented.

Once approved by the Board, Sella will begin planning with a school committee for an inaugural SES Hall of Fame event.  The CE Committee has volunteered to help as needed with this event.

MOTION-ESTABLISHMENT OF PROCEDURES & GUIDELINES FOR A SCHOOL HALL OF FAME
I move the Board approve the establishment of procedures and guidelines to allow for the establishment of an individual "School Hall of Fame" and that it be included as part of the administrative rule to policy FF/FFA Naming Facilities.

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Description:  Revisions to policy FF/FFA Naming Facilities and the adoption of FF/FFA-AR Establishment of a School Hall of Fame is in the board packet for review.  The policy revisions are based on the discussion by the Board at the March Regular Session and the new administrative rule is based on the recommendations of the Community Engagement Committee. 

•  FF/FFA-Naming Facilities
•  FF/FFA AR-Establishment of a School Hall of Fame

Description:  Jane will discuss the attached revised Budget Calendar for 2016-17.

Description:  Community wide events, high school athletics, and district-wide information can be found through the following website links:

www.staytonevents.com  
http://www.staytonathletics.com
http://nsantiam.orvsd.org/combined-calendar  

Other upcoming board activities and events include:

April 24, 2016 @ 3:00 pm in SHS Cafeteria
Highlights Dance Team Celebration & Awards
(Tass Morrison and possibly Laura Wipper to present awards)

April 28, 2016 @ 6:00 pm in the SHS Auditorium
National Honor Society Inductions and Pin Ceremony
(Tod Nau and possibly Laura Wipper to present NHS pins)

April 30, 2016-FFA Spring Banquet
5:30 pm in the SHS Cafeteria
RSVP to Amy Goulter-Allen at amy.goulter@nsantiam.k12.or.us

May 12, 2016 @ 7:00 pm in Santiam Room at DO
Budget Committee Meeting
(All board members should plan to participate)

May 19, 2016  in Library at SHS
Executive Session at 6:00 pm (Supt Evaluation)
Regular Session at 7:00 pm

July 15-17, 2016 Summer Board Conference
Riverhouse Conference Center in Bend

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

Description:  Student Count as of April 15, 2016 was at 2282 (down 12 students from March).  Attached is a chart showing the number of students by grade and school.

Description:  Attached in the board packet is a list of field trips planned and/or taken during the months of March/April, as of April 15, 2016.

Description:  The District received the following gifts/donations in March and April of 2016:

•  $500 toward the Heather Sherman-Galasso Scholarship from Bill and Linda Bailey
•  $1000 toward the Heather Sherman-Galasso Scholarship from Audrey and David Sherman
•  Cornet and case with straight mute from Sidney Halse (value: $315)

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