June 15, 2023 at 6:00 PM - Regular Session

Description:  The Regular Session of the North Santiam School District’s Board of Directors is called to order at 6:00 pm. It is an open meeting of the Board and the public is allowed to observe in-person and via livestream on YouTube. On the agenda is a place for public comment. Those attending in-person that wish to address the Board during this time must complete an Intent to Submit Public Comment form available near the room entrance prior to this point in the agenda. Those attending virtually must have registered online prior to 4:00 pm in order to receive the Zoom meeting link.

Speakers may offer objective criticism of school operations and programs, however, the law prohibits the Board from hearing complaints regarding any personally identifiable District staff member. The Board asks anyone wishing to communicate a complaint of this manner to follow the proper administrative process in Board policy KL (Public Complaints). This information is available near the room entrance and on the District website.

ACKNOWLEDGEMENT OF BOARD MEMBERS PRESENT: ERIN CRAMER

PLEDGE OF ALLEGIANCE: ERIN CRAMER

Description:  Changes to the agenda after posting on June 9, 2023 will be acknowledged:

Added Attachments-
*6.0-May 2023 Board Financial Report
*11.2-June 2023 Licensed Report (revised due to new hire)
*11.5-Low Impact Pesticide List NSSD-Product 29J
*16.0-2023-24 WESD LSP
Added Agenda Items-
*11.5-Low Impact Pesticide List NSSD-Product 29J
*14.0-Resolution Authorizing Pass Through Payments

RECOMMENDED MOTION-AGENDA APPROVAL
I move that the Board approve the agenda as modified.

Description:  This agenda item is for monthly reports from the NSSD Student Reps. to the Board and for other requests/reports from students.  

Description:  The Board will acknowledge the efforts of the student reps. during the 2022-23 school year. They will also present Omar Garcia with the Santiam Award for his selection as the Rotary Future First Citizen.

Description:  The Board will review the two applications received to be the student representatives to the Board for the 2023-24 school year. 

Description:  This standing agenda item is for the Board to receive a monthly report from the Superintendent.

Description:  This standing agenda item is for the Board to receive the monthly financial report from the Business Director as well as other information relating to that department.

Description:  This standing agenda item is for the Board to receive regular reports regarding the Student Success Act, Curriculum & Instruction, Professional Development, Grants and other topics relating to student services. This month's report includes a request to postpone math instructional materials. 

RECOMMENDED MOTION-ADOPTION POSTPONEMENT
I move that the Board approves NSSD's request to postpone the Mathematics instructional materials adoption to the 2023-24 school year.

Description:  This standing agenda item is to receive regular reports from the Licensed Union representatives. 

Description:  This standing agenda item is for reports from the Stayton City Council Liaison, David Patty. The District received notice from Mr Patty that he will not be attending the meeting due to a scheduling conflict. 

Description:  The meeting will now be opened to receive public comment. We value the time and initiative members of the public take to share their thoughts with the Board. The Board’s role during public comment is not to immediately respond, but to listen. If there is follow-up necessary, we will direct our Superintendent to do so. Remember that we all model the way for our students, and we ask that everyone share their thoughts respectfully. Should any public comment include complaints regarding a personally identifiable District staff member, the Board chair will direct the speaker to the proper administrative process found in Board policy KL which can be found on the table near the entrance of the room and on the District's website. Those who have completed a public comment card will be called one at a time to step forward (or turn on their cameras/mics) and state their name and relationship to the District. Please note that speakers will have three minutes to express their thoughts.

To submit questions for a follow-up response, please complete the form available near the room entrance or via this link QUESTIONS

Description:  In order to make more efficient use of meeting time, items that are routine in nature are placed on the Consent Agenda when no debate is anticipated.  Any item placed on the Consent Agenda may be removed at the request of any Board member prior to the time a vote is taken. All remaining items of the Consent Agenda are then disposed of in a single motion.

Description:  The minutes from the previous month's meeting are submitted for Board review and approval. 

Description:  School boards must approve the hiring and annual renewal and/or extensions of the Licensed staff contracts. Changes in licensed staff since the last board meeting are indicated below and in the attachment. Only new hires require board approval.

New Hires (Board Action Required)
Ronald Rose-SHS/Special Ed
Jayme Peppler-SUB/2nd
Megan Newquist-SHS/Resource Room
Juli Olson-SES/Kindergarten
Sophia Duerst - ML/Principal
Brad Emmert-SHS/OA, Asst. Principal/Coord of Alt. Ed
Michael Folger-CTE/Woods/Construction


Transfers
Shaylee Serry-ML to SIS/4th 

Resignations 
Alan Kirby-OA/CTE
Shani Thomas-SES 
Alexandria Jenks-SHS
James John-OA
Stephanie Anderson-SHS 

Retirements
Rodney Weeks-SHS
 

Description:  The Board needs to approve the following designations and authorizations annually according to Oregon State statute:
•  Chief Administrative Officer-Lee Loving
•  District Clerk-Lee Loving
•  Deputy Clerk-Rhonda Allen
•  Legal Counsel-Garrett Hemann Robertson PC and WESD 
•  Official Auditors for School Year- Accuity, LLC
•  Budget Officer-Lee Loving
•  Custodian of Funds-Rhonda Allen
•  Depositor for School Funds-LGIP, Umpqua Bank 
•  Facsimile Signatures-Lee Loving, Danielle Blackwell and Rhonda Allen
•  Inter-Fund Borrowing Within Fiscal Year-Rhonda Allen

Description:  The Board needs to approve the following authorizations annually according to Oregon State statute.
These grants include the following but are not limited to:
•  Title Grant Applications
•  NCLB/eCIP Consolidated Grant Applications
•  ESEA Grant Applications
•  All State and Federal Grant Applications
•  All Non-Profit Grant Applications

Description:  According to ORS 634.705 (5), the governing body of a school district shall adopt a list of low-impact pesticides for use with its integrated pest management plan. The list of products has been included as an attachment to this agenda item. Three items have been added to the list since the last adoption (highlighted in yellow). It is being re-submitted for adoption. 

Description:  Boards must approve their annual Regular Session Meeting Calendar. Any meetings scheduled or re-scheduled after this approval are considered "Special" or "Emergency" meetings. These changes will be indicated in red on the District website on the MEETING CALENDAR page. 

Description:  RECOMMENDED MOTION-CONSENT AGENDA
Motion that the Board approve the Consent Agenda as {presented} {modified}.

Description:  As part of the annual designations, the Board must accept the new excise tax rate each year as stipulated by the Oregon Dept. of Revenue (SB 1036).

RECOMMENDED MOTION-EXCISE TAX
NOW THEREFORE BE IT RESOLVED that the North Santiam School District Board approves the Construction Tax Increases as published by the Oregon Department of Revenue for 2023-24 at $1.56 per square foot for residential and $.78 per square foot for non-residential. The Non-Residential maximum per building permit is $39,100.

Description:  No later than the next meeting following July 1, the Board will elect a chair and vice chair to serve for one year. 

Description:  Board Chair declares that nominations are open for the Board Chair for 2023-2024. 

Note: a second is NOT required for nominations
Nomination: ________________ By:____________________
Nomination: ________________ By:____________________
Nomination: ________________ By:____________________

Board Chair offers last call for nominations. 

Upon hearing none, the Board Chair declares nominations closed.

Board Chair calls for each board member to cast one vote either by roll call or paper ballot.

 (If using roll call)
All those in favor of nominee #1 -  
All those in favor of nominee #2 -  (if applicable)
All those in favor of nominee #3 -  (if applicable)

Assuming that one member has received a majority of the votes, the Board Chair for 2023-24 is announced. 

Description:  Board Chair declares that nominations are open for the Board Vice-Chair for 2023-2024.

Note: a second is NOT required for nominations
Nomination:______________________ By:___________________
Nomination:______________________ By:___________________
Nomination: ______________________By:___________________

Board Chair offers last call for nominations.

Upon hearing none, the Board Chair declares nominations closed.

Board Chair calls for each board member to cast one vote either by roll call or paper ballot.
 
(If using roll call)
All those in favor of nominee #1 -  
All those in favor of nominee #2 -  (if applicable)
All those in favor of nominee #3 -  (if applicable)

Assuming that one member has received a majority of the votes, the Board Vice-Chair for 2023-24 is announced. 

Description:  The 2013 bond refinance closed on the meeting day (6-15-2023).  The issuance costs were wired directly to NSSD instead of the service providers.  NSSD received the funds as bond proceeds revenue so the Business Director needs to expense the issuance cost to each provider.  This requires appropriation authority to create these expenditures.  

The appropriation in the debt service fund for the expense can be increased as Pass Through Funds by Resolution. A resolution to transfer appropriations will keep the District from being over-appropriated at year-end.

MOTION-RESOLUTION 061523E
BE IT RESOLVED that the Board of Directors of the North Santiam School District hereby authorizes pass through payments in the Debt Service Fund to expense issuance costs for the 2013 GO Bond refinance.

Description:  The Director of Business & Fiscal Services will be reviewing the budget information and motions during the NSSD Budget Hearing (5:30 pm) that precedes this Regular Session. Meeting minutes from the May 11, 2023 Budget Committee meeting as well as the budget message PowerPoint presentation are included in the materials for that meeting and are available by copying and pasting this link:

The Budget Committee voted on May 11, 2023  to approve the 2023-24 budget and it is now presented to the Board of Directors for adoption.

RECOMMENDED MOTIONS-ADOPTION OF THE 2023-24 BUDGET

MOTION-Resolution 061523A
BE IT RESOLVED that the Board of Directors of the North Santiam School District 29J hereby adopts the budget for the fiscal year 2023-2024 in the sum of $51,104,942

MOTION-Resolution 061523B
BE IT RESOLVED that the Board of Directors of the North Santiam School District 29J hereby imposes the taxes provided for in the recommended budget:
At the rate per $1,000 of the assessed value of $4.3973 for operations;
In the amount of $2,140,000 for debt service on general obligation bonds.

MOTION-Resolution 061523D
NOW, THEREFORE, BE IT RESOLVED the Board of Directors for North Santiam School District 29J hereby makes the designations, as outlined in Resolution 061523D, of the 2023-2024 ending fund balances in accordance with GASB 54.

Description:  Supt. Loving will review the services purchased by NSSD for the upcoming 2023-24 school year from the WESD (Willamette Education Service District).

Description:  This standing agenda item is for the Board to continue discussing the process of increasing the engagement of parents and the greater community in our schools. 

Description:  This standing agenda item has been added to allow the Board to collectively reflect upon statements made during public comment or topics covered during the meeting.

Description:  This item is for things such as reports from board members (E.g. conferences or community events they attended) or to request volunteers for upcoming activities.

Board Greeter for Next Month:

Possible Future Agenda Items:

Description:  A list of the field trips taken and/or scheduled since the start of the school year has been included in the board packet. New trips scheduled since the last board meeting are highlighted in yellow. Any overnight stays are indicated in red.  

Description:  Current enrollment is approximately 2,141 across the District. Numbers for each school are listed below. Refer to the attachment for a breakdown by grade at each location. 

Mari-Linn: 176
Sublimity: 358
Stayton Elementary: 361
Stayton Intermediate/Middle: 456
(SIS: 199  SMS: 266)
Stayton High: 649
Options Academy: 141

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:  Information regarding activities across the District can be found on the website at www.nsantiam.k12.or.us

July 20, 2023: Board Worksession-Goals & Policies
6:00 pm ~ District Office/Santiam Meeting Room

July 30, 2023: SummerFest
8:00-4:00 pm (2-hour shifts)

August 9, 2023: NSSD Leadership Team Goals Workshop
8:00 am- 4:30 pm ~ Historic Heater Farm

August 17, 2023: Regular Session Board Meeting 
6:00 pm ~ District Office/Santiam Meeting Room 

Description:  The Board will enter into Executive Session under ORS 192.660(2)(i) for the annual evaluation of the performance of the superintendent. This portion of the meeting is not open to the public.

Representatives of the news media are specifically directed not to report on or otherwise disclose any of the deliberations or anything said about these subjects during the executive session, except to state the general subject of the session as previously announced. No board action may be made in executive session. At the end of the executive session, they will return to open session and welcome the audience back into the room and turn the sound back on for those online.  

Description:  Time: