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February 1, 2022 at 6:00 PM - Regular Meeting

Agenda
1. Call Regular Meeting To Order
Presenter:  Board Chair
2. Welcome
Presenter:  Board Chair
Description:  Guests attending the meeting will be introduced.
3. Public Participation
Description:  This is an opportunity for the audience to address the Board on topics either on, or not on, the agenda.  There will also be opportunities for the audience to comment on specific agenda items as the Board addresses them.
4. Agenda Review
Presenter:  Board Chair
5. Presentation:  Western Regional Educator Network
Presenter:  Tracy Conaghan
Description: 
The WREN team will be introducing the Western Regional Educator Network (WREN), sharing the AIM and Mission and providing an overview of how the WREN is working to shift school systems across our region. Presenters will share participation data, summarize  current projects and highlight upcoming events. 
 
Tracy Conaghan will be joined by:
Erin Ellis, WREN Continuous Improvement Coach
Kate Klein, WREN Continuous Improvement Coach
Alyssa Leraas, WREN Data & Measurement Coordinator
6. Action Items
Presenter:  Board Chair
6.A.  Consent Agenda
Presenter:  Board Chair
Description:  The Lane ESD Board of Directors has agreed to implement a consent agenda.  All items in the consent agenda are adopted by a single motion unless a member of the Board or the Superintendent requests that such item be removed from the consent agenda and acted upon separately.  

Generally, consent agenda items are matters which members of the Board agree are routine in nature and should be acted upon in one motion to conserve time and to enable the Board to focus on the other matters on the agenda.  

Back-up materials for consent agenda items are included in the agenda packet as needed.  Minutes of this meeting will reflect action on each item.  

If any board member wishes to withdraw any consent group item, it will be moved to the appropriate section of the agenda.   

BE IT RESOLVED that the Board of Directors of Lane ESD adopts the consent group as submitted and listed below.
 
1. Lane ESD Board Meeting Minutes of January 4, 2022
2. Human Resource Report, dated February 1, 2022
Attachments: (2)
6.B. Accept Financial Report
Presenter:  Board Chair
Description:  BE IT RESOLVED that the Board of Directors of Lane ESD accepts the Financial Report for January 2022.
Attachments: (1)
6.C. Accept the Lane ESD 2020-21 Audit
Presenter:  Board Chair/Audit Committee
Description:  The Board of Directors of Lane ESD Will act to accept the 2020-21 Audit, performed by Pauly, Rogers and Co., P.C. 

BE IT RESOLVED that the Board of Directors of Lane ESD accepts the Audit Report for the 2020-21 Year, as presented.
Attachments: (2)
6.D. Appoint Budget Committee Members
Presenter:  Board Chair, Superintendent
Description:  By law, the budget committee is charged with making recommendations concerning financial priorities.  The budget committee will have the responsibility for reviewing the financial program of Lane ESD, reviewing the proposed ESD budget as presented by the superintendent and recommending an annual ESD budget in keeping with the provisions of applicable state laws. Educational policy decisions, however, are the responsibility of the Board, not the budget committee. The committee does not have the authority to add programs or to approve additional personnel or increase salaries. While the committee may, in effect, delete programs because of a fund decrease in arriving at a levy figure, the committee is charged primarily with a fiscal evaluation of programs. The committee may, alternatively, recommend an amount that changes the proposed budget and may request the administration make such changes in accordance with priorities set by the Board.

The budget committee consists of the elected Board members and eight members appointed by the Board from component school district boards or designees of component district Boards. The members appointed by the Board shall consist of five members selected by ESD zone and three members selected at large. To be eligible for appointment, the appointive member must:
1. Live and be registered to vote within the ESD and, if a zone representative, must live within the appropriate zone;
2. Not be an officer, agent or employee of the ESD. No budget committee member may receive any type of compensation from the ESD.

Reimbursement of budget committee expenses shall be in accordance with Board policy and administrative rule BHD/BHD-AR. The appointive budget committee members will be appointed for three-year terms in the September meeting. The terms will be staggered so that approximately one-third of the appointive members’ terms end each year. The Board may appoint budget committee members to as many consecutive terms as deemed appropriate. If any appointive member is unable to complete the term for which he/she was appointed, the Board will announce the vacancy at the first regular Board meeting following the committee member’s resignation or removal. An appointment to fill the position for its unexpired term will be made at the next regular Board meeting.

The following Budget Committee member terms expired June 30, 2021:
  • Position 2: Judy Newman (Eugene School District Board)
  • Position 3: Emilio Hernandez (Springfield Public School District Board)
  • Position 4: Dwight Coon (Blachly School District Board)

The above positions were declared vacant at the Lane ESD Board of Directors meeting on October 5, 2021. 

Emilio Hernandez and Dwight Coon have agreed to continue with a renewed 3-year term for Positions 3 and 4. 

Eugene School District 4J has nominated its board member Laural O-Rourke to Lane ESD's Budget Committee Position 2. 



 
6.E. Adopt Policy Updates
Presenter:  Superintendent Tony Scurto
Description:  The Board shall exercise its rule-making power by adopting policies consistent with the Oregon Revised Statutes, Oregon Administrative Rules or opinions of a court of competent authority, for its own governance and for the organization and operation of Lane ESD. The Board accepts the definition of policy set forth by the National School Boards Association:

School Board policies are statements which set forth the purposes and prescribe in general terms the organization and program of a school system. They create a framework within which the superintendent and his/her staff can discharge their assigned duties with positive direction. They tell what is wanted.

Such policies may be adopted, amended or repealed at any Board meeting provided that the proposed adoption, amendment or repeal shall have been proposed at a previous Board meeting and, once proposed, shall have remained on the agenda of each succeeding meeting until approved or rejected and  except that the Board may adopt, amend or repeal policies at any meeting of the Board in the event of an actual emergency, as determined at the sole discretion of the Board. Additionally, when in the best interests of the district immediate adoption of a proposed policy is necessary, the Board may adopt such policy at the first meeting in which it is presented.


The following policies were submitted for first read at the January 2022 meeting:

BBAA: Individual Board Member's Authority and Responsibilities
There are many instances when an ESD board needs to consult with legal counsel prior to making a decision. This policy change clarifies when individual board members are authorized to seek legal counsel and incur legal costs for the educational entity.

BBE: Vacancies on the Board
The change is to make the language about when a newly appointed Board member takes office consistent with the ORS 334.090(4)

BBFC: Reporting of Suspected Abuse of a Child
The 2021 Legislature passed Senate Bill 242 designating board members of an education service district as mandatory reports of suspected abuse of a child. The bill takes effect January 1, 2022. Policy language is not required however suggested revisions and a new optional model policy are presented herein.
A policy to address this requirement is not required, however proposed language has been added to both versions of model policy BBF - Board Member Standards of Conduct and a new optional model policy BBFC - Reporting of Suspected Abuse of a Child has been included for consideration. Review which version of BBF the board has adopted and consider to amend as recommended by the appropriate version. Nothing prevents the board from adopting a different version of BBF or deciding not to adopt changes, an ESD board member will still be a mandatory reporter.

BD/BDA: Board Meetings
House Bill 2560 (2021) updated law governing public attendance and comment at public meetings of the board. When public meetings are held and access is made available in-person, the board must provide, to the extent reasonably possible, an opportunity to access and attend meetings by telephone, video or other electronic or virtual means; if in-person oral testimony is allowed during a meeting, allow the public to submit oral testimony by telephone, video or other electronic or virtual means; and if in-person written testimony is allowed, written testimony must be allowed by email or other electronic means.

GBNAA/JHFF  and JHFF/GBNAA: Suspected Sexual Conduct with Students and Reporting Requirements
Recent revisions to ORS 339 affecting reporting of child abuse and sexual conduct were adopted by the 2021 Legislature. The passing of these bills revised the definition of ‘sexual conduct’ and ‘licensed administrator’ as it relates to reporting and helps define the persons who can be designated to receive and respond to these reports. Additionally, a new definition was added for ‘commission licensee’ to distinguish between ESD employees suspected of sexual conduct that shall be reported to and investigated by TSPC and those that shall be reported to and investigated by ODE. The effective date of these changes are immediate.
Additionally, because of the requirements of staff involved in child abuse reporting, a second code (GBNAB) has been added to model policy JHFE and its administrative regulations. This policy can now be inserted into section G (if desired) of the board’s policy manual and support informing staff of these reporting requirements.
6.F. Cast Vote for OAESD Officer's Council
Presenter:  Board Chair
Description:  OAESD Officer Council - Nominations 2022-23

General Description:  The Officer Council consists of the officers of OAESD. These are the Chair, Chair-Elect, and Past Chair of the OAESD Board and President, President-Elect, and Past President of the OAESD Superintendents' Council.  The term of office for the officers shall be one year in each role. The Chair-Elect and President-Elect succeed the Chair and President, respectively. Past practice has been for each ESD Board to have the opportunity to nominate a candidate for the position of Chair-Elect and for each member ESD superintendent to have the opportunity to nominate a candidate for President-Elect.

The nomination and election timeline for 2022 will be as follows: 

December-JanuaryLocal Boards may nominate eligible members of their own or other ESD boards for Chair-Elect. Superintendents may nominate themselves or other ESD superintendents for President-Elect. Nominations will be turned in to the OAESD Executive Director no later than January 28.

Chair-Elect: Miriam Cummins, LBL

President-Elect: Tony Scurto and Penny Fender.

February-March - Local Boards will cast their votes for Chair-Elect. Superintendents will cast their votes for President-Elect. Results will be turned in to the OAESD Executive Director no later than March 4.

March 10 – The results of the election(s) will be announced at the OAESD Annual Conference.

Bylaw Language Pertaining to the Officer Council:   The Officers Council is charged with implementing the purposes of OAESD, including but not limited to:

1)              Creating a job description, recruiting, interviewing and hiring of the Executive Director to administer the effective implementation of the purposes of OAESD.

2)              Entering into and administering the employment contract for the Executive Director.

3)              Conducting an annual review of the Executive Director and report the results of the review to the Governance Council.  The Past-President shall facilitate such annual review.

4)              Dismissal or non-renewal of the contract for the Executive Director. 

5)              Interviewing and hiring of the Director of Government Relations.

6)              Entering into and administering the employment contract for the OAESD Director of Government Relations. 

7)              Conducting an annual review of the Director of Government Relations.  The Past-President shall facilitate such annual review.

8)              Dismissal or non-renewal of the Director of Government Relations. 

9)              Advising the Executive Director in contracting with member ESDs for fiscal, website and executive secretary services, and other administrative services necessary to carry out the functions of OAESD. 

10)           Advising the Executive Director in developing an annual work plan, including communication strategies, for OAESD to provide priorities for the Association. 

11)           Advising the Executive Director in creating an annual schedule of meetings and other events.

12)           Advising the Executive Director in creating a proposed annual budget for OAESD

13)           Advising the Executive Director in planning Association conferences and workshops.

14)           Advising the Executive Director in developing agendas, call, publicize, chair and arrange for minutes to be taken for all official OAESD meetings of the OAESD Governance Council.

15)           The President-Elect shall serve as Chair of the Legislative Committee.

16)           The Chair-Elect shall serve as OAESD Representative to the Ex-Officio position on the OSBA Board of Directors.


Please note that ballots are due by March 4, 2022.   Please see the current list of OAESD Officers below.  Please let me know if you have any questions.   
Board Section
Kelly Bissinger (Chair)
Linda Brown (Chair-Elect)
Rose Wilde (Past-Chair)

Superintendent Section
Paul Andrews (President)
Tonja Everest (President-Elect)
Mark Redmond (Past-President)


Executive Director
Amber Eaton
 
Program Administrator
Jessica Brenden
 
BE IT RESOLVED that the Board of Directors of Lane ESD casts its ballot for a candidate for the OAESD Governor's Council Chair-Elect.
7. Discussion/Reports
7.A. Strategic Planning
Presenter:  Board Chair, Nancy Golden
7.B. Legislative Update
Presenter:  Superintendent Tony Scurto
Description:  Superintendent Scurto will provide an update in legislative activities if there are any updates.

The following report was sent by Ozzie Rose, OAESD lobbyist:
 

The 2022 Legislative Session begins Tuesday and again the legislative process and activities will be modified to address COVID-19 rules.  All committees will meet virtually, the House and Senate will meet two (possibly 3) times per week, and office visits with legislators will be limited. To date 259 Bills have been introduced and we have identified 31 to be tracked by OAESD. (Note: 18 of the 31 Tracked Bills are scheduled for hearings this week.)  We have prioritized Bills using the following definitions:

       

        Priority 1 (Significant impact for K-12 – Lobby and Monitor closely)

        Priority 2 (Of interest to K-12 – Monitor progress of Bill)

        Priority 3 (Issues of general interest, but not closely related to K-12 - Monitor for

                           amendments of concern to K-12)

        Key Bills This Session we will also maintain a smaller list of Bills to guide our

                         advocacy (for or against) the most impactful bills.

 

I will provide a Legislative Update each Monday which will include legislative information/actions important to ESDs specifically and K-12 generally, a schedule of Hearings for Key Bills during the coming week and a current Status Report on Key Bills. If any of this information raises concerns or questions, please contact me (503-931-4646; ozzierose@comcast.net) and I will get you answers and or additional information.

 

The COVID-19 restrictions are going to limit our ability to communicate directly with legislators. Therefore, we will be enlisting more email and telephone contacts with key legislators and legislative staff by ESD administrators and staff. We will assist you with these requests by identifying specific Bills, Committee location, background information on the issue addressed in the Bill and contact information for the Legislators.

 

I know that some (if not all of you) are familiar with the Bill Tracking System we use. However, I have attached an updated set of instructions for those of you who would find them helpful. With the system you can search and find information about any Bill as well as those we are tracking.  You can create reports with selected bills and selected information to share with staff, board members or others. If you or the person you assign this task have difficulty using BillTracker please call, and I will help.

 

Attached is a current list of OAESD tracked bills and a list of Priority One bills with OAESD positions approved by the OAESD Legislative Committee.  

 

Ozzie Rose

Attachments: (3)
7.C. Superintendent Report
Presenter:  Superintendent Tony Scurto
7.D. Superintendent Goals for 2022-23
Presenter:  Superintendent Tony Scurto
Description:  Superintendent Scurto will review his goals for the 2022-23 year. 
Attachments: (1)
7.E. Mandatory Reporting
Presenter:  Superintendent Tony Scurto
Description:  The Board of Directors is required to participate in annual training in the identification and reporting of suspected child abuse.  Board members have been enrolled in Public School Works, the agency's training platform, and will be receiving an invitation to participate in the Mandatory Reporter training.
7.F. Policy Updates, First Read
Presenter:  Board Chair
Description:  The Board shall exercise its rule-making power by adopting policies consistent with the Oregon Revised Statutes, Oregon Administrative Rules or opinions of a court of competent authority, for its own governance and for the organization and operation of Lane ESD. The Board accepts the definition of policy set forth by the National School Boards Association:
 
School Board policies are statements which set forth the purposes and prescribe in general terms the organization and program of a school system. They create a framework within which the superintendent and his/her staff can discharge their assigned duties with positive direction. They tell what is wanted.

Such policies may be adopted, amended or repealed at any Board meeting provided that the proposed adoption, amendment or repeal shall have been proposed at a previous Board meeting and, once proposed, shall have remained on the agenda of each succeeding meeting until approved or rejected and except that the Board may adopt, amend or repeal policies at any meeting of the Board in the event of an actual emergency, as determined at the sole discretion of the Board. Additionally, when in the best interests of the district immediate adoption of a proposed policy is necessary, the Board may adopt such policy at the first meeting in which it is presented. Policies shall be adopted, amended or repealed by the affirmative vote of four or more Board members.

ACB: Every Student Belongs
ACB Administrative Rule: Bias Incident Complaint Procedure

In September 20202, the Oregon Board of Education passed OAR 581-022-2312, called All Students Belong. As a result, OSBA released new policy ACB and an accompanying AR in October 2020. In February 2021, the Oregon State Board of Education made some adjustments, including changing the title to Every Student Belongs. Later in 2021, the Oregon Legislature passed House Bill 2697 which addresses similar issues, but uses different language. Finally in October 2021, the Oregon State Board of Education amended the language in the rule to more closely match the statutory language.

In November 2021, OSBA released an updated version of ACB and ACB-AR. Because these versions were previously released, they are not included in this update. Questions regarding the updated versions should be directed to the policy department at OSBA.

GBL: Personnel Records
GBLA: Disclosure of Information, DELETE

After review of model sample policies GBL and GBLA, it was decided to combine the two policies. The resulting changes are proposed in this issue which includes the deletion of GBLA in lieu of changes made to model sample policy GBL  Personnel Records.
Attachments: (3)
7.G. OAESD Spring Conference
Presenter:  Superintendent Tony Scurto
Description: 

The full Board of Directors is registered to attend the OAESD Spring Conference at Sunrive Resort. Rooms have been reserved for each participant for the nights of March 9 and 10, departing on March 11.

From OAESD: After a multi-year pause due to COVID-19, OAESD is excited to open registration for the 2022 OAESD Spring Conference. The Spring Conference will be held
in-person at the beautiful Sunriver Resort in Central Oregon, March 9-11, 2022. This year’s theme is “Reconnection,” and we look forward to fostering our statewide reconnection through the multitude of opportunities at the Conference.
 

The registration fee is $350.00 per attendee if registration is made before January 21st.
The registration fee is $395.00 per attendee between Jan 21st - Feb 4th
We will invoice each ESD for the registered participants upon the close of registration. 

     - If you sign up to bring a guest to the Banquet dinner (Thursday, March 10), there will be a $65 dollar additional charge added to your registration. Board members may submit cash or check to the business office for banquet guests.
 

This year there are a few additional items to bring to your attention as we prepare for the gathering. Due to the ongoing stresses of COVID 19 that all are encountering, the OAESD Officers Council wants to ensure our participants come and enjoy the event without participation adding to already “full plates.” Historically, we have asked that each ESD bring a raffle basket to the conference. This year, OAESD has opted to purchase and provide baskets to raffle off instead of requesting participants bring the baskets. Additionally, OAESD recognizes that all of the ESDs have been incredibly innovative in response to COVID-19, and this past year has looked differently than normal years for operation. As such, we will be postponing the Innovation/New Ideas in Education Awards until our 2023 Spring Conference. 

Finally, safety for participants is the number one priority. At this time, masks are required to be worn indoors at the event facilities. OAESD is partnering with Sunriver to implement additional safety mitigations such as spacing and ventilation considerations for our conference spaces. Additionally, OAESD has elected to have plated meals for the duration of the conference this year rather than buffets to reduce risks. Though optional for participants,  COVID-19 vaccinations, boosters, and testing prior to arriving at the event are all additional mitigation measures that reduce the risk of spread of COVID-19. 

7.H. Black History Month
Presenter:  Board Chair, Superintendent
Description: 

The Library of Congress, National Archives and Records Administration, National Endowment for the Humanities, National Gallery of Art, National Park Service, Smithsonian Institution and United States Holocaust Memorial Museum join in paying tribute to the generations of African Americans who struggled with adversity to achieve full citizenship in American society.

As a Harvard-trained historian, Carter G. Woodson, like W. E. B. Du Bois before him, believed that truth could not be denied and that reason would prevail over prejudice. His hopes to raise awareness of African American's contributions to civilization was realized when he and the organization he founded, the Association for the Study of Negro Life and History (ASNLH), conceived and announced Negro History Week in 1925. The event was first celebrated during a week in February 1926 that encompassed the birthdays of both Abraham Lincoln and Frederick Douglass. The response was overwhelming: Black history clubs sprang up; teachers demanded materials to instruct their pupils; and progressive whites, not simply white scholars and philanthropists, stepped forward to endorse the effort.

By the time of Woodson's death in 1950, Negro History Week had become a central part of African American life and substantial progress had been made in bringing more Americans to appreciate the celebration. At mid–century, mayors of cities nationwide issued proclamations noting Negro History Week. The Black Awakening of the 1960s dramatically expanded the consciousness of African Americans about the importance of black history, and the Civil Rights movement focused Americans of all colors on the subject of the contributions of African Americans to our history and culture.

The celebration was expanded to a month in 1976, the nation's bicentennial. President Gerald R. Ford urged Americans to “seize the opportunity to honor the too-often neglected accomplishments of black Americans in every area of endeavor throughout our history.” That year, fifty years after the first celebration, the association held the first Black History Month. By this time, the entire nation had come to recognize the importance of Black history in the drama of the American story. Since then each American president has issued Black History Month proclamations. And the association—now the Association for the Study of African American Life and History (ASALH)—continues to promote the study of Black history all year.

(Excerpt from an essay by Daryl Michael Scott, Howard University, for the Association for the Study of African American Life and History)

7.I. Freedom Fund Dinner
Presenter:  Board Chair, Superintendent
Description: 
The NAACP Unit 1119 is preparing for its annual Freedom Fund Dinner and is reaching out to returning guests.  The NAACP will have safety measures in place to keep the community safe.    The NAACP will require all guests to be vaccinated, boosted and tested 24 hours prior to the event.  The Eugene/Springfield NAACP invites you to an evening of celebration and fellowship on Friday, February 25th! The Freedom Fund Dinner will be held at the Valley River Inn, which is located at 1000 Valley River Way in Eugene, OR.
  • 6:00pm - 7:00pm     Reception
  • 7:00pm - 9:00pm     Program

More information about the Keynote Speaker will be shared out later this week.

COVID Protocols in Place for the Safety of Guests:

  • Attendees must be fully vaccinated against COVID-19
  • Salads, meals, and dessert will be plated by Valley River Inn staff, no buffet service
  • Updates on protocols will be shared as the event gets closer
8. Information from Administrative Staff
Presenter:  Administrative Staff
Description: 
The directors of Human Resources and Title Programs, Special Education, Business Services, Technology and School Improvement have submitted written reports  to the Board on matters of interest concerning his/her area of responsibility.
 
9. Board Member Reports and Comments/Agenda Planning
Presenter:  Lane ESD Board, Liaisons, Advisors
9.A. Agenda Planning
Presenter:  Board Chair
Description:  Board members are invited to send agenda items to be considered for the next board meeting.  Please call or email to the Board Chair or Superintendent.
9.B. Board Member Reports
Presenter:  Board, Advisors, Liaisons
Description: 
Board members are asked to submit their reports in writing to be attached to Boardbook.  Reports can be sent to the Executive Assistant in advance of the meeting.
 
As Board Members prepare their reports, please consider  the following questions: 
 
1.    What programs did I visit over the last month? What committees did I participate in?
2.    What is the connection to the LESD services and programs to the component districts or community?
3.     What significance or meaning does the activity have to the broader community?
4.     What are the next steps or follow-up activities planned?

Sherry Duerst-Higgins
Linda Hamilton
Nora Kent
Vanessa Truett
 
Johnie Matthews, Superintendents' Council Advisor
Emilio Hernandez, Liaison, Springfield Public Schools
Erin Zygaitis, Community Advisor
Mike Anderson, Liaison, Creswell School District
Mark Boren, Liaison, Fern Ridge School District (see attached)

 
10. Announcements/Correspondence
Presenter:  Board Chair
10.A. Acknowledgements and Recognition
Presenter:  Superintendent Tony Scurto
Description:  Board Appreciation
10.B. Kudos
Presenter:  Administrators
Description:  Thank you to those who took the time to acknowledge co-workers/staff with kudos.  Employees and Board members can submit a "kudo" any time during the month.   To submit a kudo visit: www.lesd.k12.or.us/forms/kudos.html
 
 
10.C. Announcements
Presenter:  Board Chair
10.C.1. Lane ESD Board Member Activities and Opportunities 
Description:  - OSBA Board Meeting - February 2022,February 4-5, 2022
- OSBA Legislative Policy Committee Meeting, February 5-6, 2022
- OSBA Listening Session, February 22, 2022
- OSBA Board Meeting - March 2022, March 5, 2022 - OSBA Board Meeting - June 2022, June 17-18, 2022
- OSBA Legislative Policy Committee Meeting, August 23, 2022
- OSBA Board Meeting - September 2022, September 23-25, 2022 | Sunriver - Sunriver Resort
10.C.2. Component District Board Meeting Dates
11. Adjournment
    •    The next regular meeting is scheduled to be held Tuesday, March 1, 2022, at the Lane ESD Main Campus, 1200 Highway 99 N, Eugene.

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