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July 14, 2020 at 6:00 PM - Regular Meeting

Agenda
I. Opening
Discussion:  The virtual meeting opened for attendees to begin to arrive at 5:45 pm. No deliberation or decisions were made prior to the start of the meeting. The meeting was called to order by Board Chair Kohnstamm at 6:02 PM. This meeting was held virtually due to Covid-19 and streamed live at: https://www.youtube.com/user/ppscomms/videos
II. Student Representative Swearing In
Discussion:  Board Chair Kohnstamm swore in Nathaniel Shue as the new Student Board Representative.
III. Superintendent's Report
Discussion:  Superintendent Guerrero provided an overview of topics that would be discussed in the meeting. He noted that nearly all district principal positions have been filled, and that virtual professional development is taking place. 
IV. Student and Public Comment
Discussion:  Student Comment:
  • Devai Doy Che: Student from Madison High School, part of the Madison Indigenous Alliance. High Schools named after white presidents with negative histories with BIPOC and Native Americans should be changed. 
  • Jaya Probasco Mitchell: Rising senior at Madison, Co-president of Peace and Justice club. Madison High School should be named after a person that black students can be proud of. A chance for all students to come together to make a change. 
Public Comment: 
  • Elicia Blackford: District needs to go through all policies and procedures to make requesting a change more equitable so that students can put their energy elsewhere. 
  • Brady Bennon: History teacher and Peace Club advisor at Madison. School should be named after someone who tried to end slavery, not a slaveholder. The naming of Madison was part of white supremacy movement. 
  • Meagan Graves: Alumni of Madison High School. Hundreds of Alumni and thousands all together signed petition to change the name of Madison High School. The founding father is overshadowed by bigotry. 
  • Colleen Reuland: Parent of three students. Students are being impacted by closures, asks that the district consider students participation in sports when creating the reentry plan. 
  • Shamus Lynsky: Roosevelt students were treated unfairly with their modernization, the school was built at a smaller capacity than the other modernizations (with predominately white student populations), with less programs, and less classroom space, using less money. 
  • Gerald Scrutchions: Former Harriet Tubman teacher, parent of two students. The name of the district headquarters of Portland Public Schools should not be named after Robert Blanchard, who initiated the harmful busing program.
V. School Re-naming
Discussion:  Dani Ledezma provided an overview of the renaming framework and plan, including the focus on aligning it to the district's vision and RESJ (Racial Equity and Social Justice) lens. She added that there is a focus on intentionally slowing the process down and engaging in an equity-centered and student-centered process.

There was board discussion regarding the plan. Discussion included moving the Kellogg and Madison renaming process more quickly so that a new name is in place when the new schools open, completing a comprehensive review of all school names in the district, and possible restrictions to renaming the BESC. Liz Large stated that she could not find any restrictions in place that would prohibit the renaming of the BESC.  
VI. Fall Reentry Update
Discussion:  District staff provided an overview of the fall reentry plan, which includes a hybrid option and a fully virtual model. There was an overview of the Oregon Department of Education (ODE) guidelines. Dan Jung stated that there are five deliverables that are being worked towards which are completing the ODE blueprint, creating standard operation procedures for all new procedures, building site plans for each school in the district, physically changing the spaces to meet new needs, and training staff on new procedures. He added that areas that are specifically being looked at are transportation, meal distribution, cleaning protocols, and desk set up, it was added that most of the components of the district plan are from ODE and the Center for Disease Control (CDC) guidance. Brenda Martinek added that there is a draft communicable disease plan in progress, and that they working with outside medical providers to review the plan, as well as are looking to engage with other community members. Benson High School Principal, Curtis Wilson, shared that at the building level he is working to build a school specific site plan, including deciding upon the safest school access points, bus loading and parent drop off / pick up zones, how students will move through the hallways, identifying student screening and isolation rooms, converting non-traditional learning spaces into classroom spaces, and identifying spaces for childcare. Brenda Martinek shared an overview of next steps, which include Special Education planning, engagement and feedback on the communicable disease plan, and identifying high risk populations. David Roy shared a summary of the communications plan, which includes sending the same message to multiple platforms and working with culturally specific organizations to get the messages to communities, expanding language options and adding video.

The superintendent noted that there are three options: full time in person learning, which is not a real option; a hybrid option that creates cohorts, addresses instructional needs, and gives teachers time for training; and a fully virtual module. He added that the district will be planning for either the hybrid or virtual option and will continue to build virtual curriculum either way as it will be needed either way. He added that in a hybrid model, special education students may be able be in the building more often due to already small classroom sizes. He noted that the first day of school has been pushed back, and could be pushed back further depending on the health and safety authorities. 

Dr. Cuellar shared that the virtual platform will be comprehensive and will look different than it did in the spring, noting that students will not receive a pass or fail, and there will be accountability that everyone is learning. Dr. Valentino shared that curriculum will be housed on Atlas, that all district leadership and teachers can access to, and that will ensure a standard scope and sequence. He noted that staff is working to reach out to students they didn’t reach out to last fall, and that they are troubleshooting cohorts to figure out how to divide the students in a way that will allow for social distancing and space. Superintendent Guerrero shared that there is no substitute for in class learning but that they will do their best to ensure a continuity of learning.

The board asked questions and provided feedback.  It was asked how much time each student would spend with their teacher. Dr. Bird shared that they are working with labor partners for specific amount of time, but that there will be instructional time each day, even if they are fully virtual, and that some of it would be direct live instruction and some would not. There was a discussion regarding follow-up meeting/ work session, noting that if there was a work session or special meeting that it will be important to be clear that the board will not be making any decisions regarding the plan.


9:03 Chair Kohnstamm adjourned for a break
9:11 called back to order
 
VII. Development of 2020 Bond Package
Discussion:  Dan Jung provided a summary of the proposed bond renewal option, noting it is similar in scope and cost, but has refined numbers and adjusted numbers for curriculum. Changes from the previous proposal include a professional estimation of escalation, adjustment in management costs to reflect the average from the 2017 bond projects, change in projected bond investments due to current and projected economic situation, and a decrease in cost, but not scope, of Special Education classroom improvements.  He noted that a cost estimate for new construction at Jefferson High School instead of modernization showed that new construction is the least expensive and quickest option. He added that was still recommending modernization, because engagement to date showed that the community wanted to keep the façade, and if after further consultation the plan changes more than needed will have been budgeted.

There was discussion regarding adding capital funds for another middle school, whether or not to add a line item for capacity and whether it should be specified what the capacity projects would be. Director DePass asked if the Jefferson modernization option was for an enrollment of 1700, and Dan Jun shared that it was.  Director DePass also asked if the amount that is earmarked for HVAC covers it all known needs, and Dan Jung shared that it’s an estimate because the scope of work across the district has not been looked at recently. Student Rep Nathaniel Shue asked if more funds could be added for seismic upgrades. Dan Jung replied that the most cost effective way to bring buildings up to code is through modernizations, that the other most cost effective updates are in conjunction with roof repairs and any other types of upgrades would be very expensive and so add more funds would not result in much more work being done. Director Moore asked about the option for additional seismic features at Jefferson. Dan Jung shared that the Community Bond Review Committee has requested that all new construction be built to a level four standard and that the estimated cost is 2% of the construction cost. There was board discussion regarding whether to add that to the proposal and whether it should also include the new Multiple Pathways to Graduation building.

Claire Hertz shared an overview of the outstanding general obligation bonds with actual and project bond levy rates for debts issued for bonds sold, which maintains 2.50 rate for tax payers. It was noted that as proposed bond amount goes up for 2020, it takes away from future from projects because of bond capacity while maintaining the current levy rate.

Director Moore noted that there is a shared responsibility to create seismic resiliency plans, and asked if the district has engagement with the county and city to find out about cost sharing. There was future discussion regarding bond capacity. There was a request to specify the amount in the Center for Black Excellence line items to show that a large portion of the funds are for facilities improvements.

Director Kohnstamm requested that the American’s with Disabilities Act (ADA) improvements and Special Education (SPED) classroom improvement line items be combined because ADA improvements provide inclusivity to SPED students, and gives the district an opportunity to be more creative about the SPED and ADA improvements.  John Lyons shared that the ADA proposal was for one full accessible configuration in each cluster, a cost which has gone up because of increased elevator cost, and that the alternative plan is a first floor accessibility for all schools. He added that means that students have access to all central areas, such as libraries, gyms, cafeterias. There was board discussion regarding whether or not to increase the ADA line item, and the implications for the next bond with each increase. There was discussion regarding how to balance all needs without increasing significantly the total amount. There was a question regarding the increased cost for curriculum.  Dr. Valentino shared that part of it increase is for middle school redesign curriculum, adding ethnic studies for pre-k-12, and expanding math and ESL improvements across STEAM. Director Bailey asked if all of the curriculum scope could be implemented in four years and Dr. Valentino stated that there is a five year trajectory plan.

Student Representative Shue voted yes on the motion to Motion to approve the proposed bond package that will form a basis for a referral to the voters, unofficial. 
VIII. Board Leadership
VIII.1. RESOLUTION 6145: Election of Board Chairperson - VOTE  public comment accepted
Description: 

RESOLUTION No. 6145

Election of Board Chairperson

Director Eilidh Lowery is hereby elected Chairperson of the Board for the period beginning July 14, 2020, until his/or her successor is elected. 

VIII.2. RESOLUTION 6146:  Election of Board Vice-Chairperson - VOTE Public Comment Accepted
Description: 

RESOLUTION No. 6146

Election of Board Vice-Chairperson

Director Scott Bailey is hereby elected Vice-Chairperson of the Board for the period beginning July 14, 2020, until his/or her successor is elected.

IX. Policies for a Second Reading
Discussion:  Director Moore shared that the original policy was from 2002 and that was a substantial revision. The revised policy provides protection for students, adds critical terminology, and requires tracking of all searches. She added that the revisions took 11 months to complete and included broad and deep engagement, was drafted by multiple departments and has been reviewed by union partners.

Student Representative Shue shared that he had concerns regarding privacy. Director Lowery stated that the committee had extensive conversations regarding digital privacy and would like to provide students with information on digital privacy laws. 

Director Moore requested a friendly amendment to the policy title, changing it to read "Student's Rights Regarding Searches of Person and Property", there was no board opposition. 
IX.1. RESOLUTION 6144: Students’ Rights Regarding Searches of Person and Property Policy 4.30.040-VOTE  Public Comment Accepted
Description: 

RESOLUTION No. 6144

Resolution to Approve 4.30.040-P Students’ Rights Regarding Searches of Person and Property

A.    This policy was last updated in 2002 and did not fully reflect the District’s vision of the educational experience desired for its students. 

B.    The policy has been revised to provide additional protections for students, primarily in the requirement that parents and guardians be provided notice, and give consent, prior to student interviews by law enforcement.

C.    The revised policy requires the District to track all searches conducted on District property. 

D.    The revisions were informed by student and community recommendations garnered through stakeholder engagement sessions during the 2019-2020 school year.

E.    The revised policy had its first reading before the Board on June 11, 2020.  Since its public posting, staff reached out to stakeholders for additional input.  There have been no public comments made regarding the amendments.

RESOLUTION

The Board of Education hereby votes to approve 4.30.040-P Students’ Rights Regarding Searches of Person and Property.

Discussion:  Director Moore shared that the original policy was from 2002 and that was a substantial revision. The revised policy provides protection for students, adds critical terminology, and requires tracking of all searches. She added that the revisions took 11 months to complete and included broad and deep engagement, was drafted by multiple departments and has been reviewed by union partners. She added that the policy was unanimously referred the board by the Policy Committee.

Director Moore requested a friendly amendment to the title of policy changing it to read "students’ rights regarding searches of person and property". There was no opposition to this request.
X. Board Committee and Conference Reports
Discussion:  It was decided to hold all committee and conference reports until the next Regular Board Meeting on July 28, 2020. 
X.1. Audit Committee
X.2. Intergovernmental Task Force
X.3. Policy Committee
X.4. Rose Quarter I-5 Advisory Committee
X.5. School Improvement Bond Committee
XI. Other Business / Committee Referrals
XII. Consent Agenda - VOTE  Public Comment Accepted 
Description:  Approval of Resolutions 6137 through 6143
Discussion:  Director Brim-Edwards requested information regarding training for cab drivers as they have unsupervised time with students. 
XII.1. RESOLUTION 6137: Expenditure Contracts that Exceed $150,000 for Delegation of Authority
Description: 
RESOLUTION No. 6137

Expenditure Contracts that Exceed $150,000 for Delegation of Authority

RECITAL
Portland Public Schools ("District") Public Contracting Rules PPS-45-0200 ("Authority to Approve District Contracts; Delegation of Authority to Superintendent") requires the Board of Education ("Board") enter into contracts and approve payment for products, materials, supplies, capital outlay, equipment, and services whenever the total amount exceeds $150,000 per contract, excepting settlement or real property agreements.  Contracts meeting this criterion are listed below.
RESOLUTION
The Superintendent recommends that the Board approve these contracts.  The Board accepts this recommendation and by this resolution authorizes the Deputy Clerk to enter into the following agreements.
new contracts
Contractor Contract Term Contract Type Description of Services Contract Amount Responsible Administrator, Funding Source
Broadway Cab, LLC 7/15/20 through 6/30/25 Services
S 69722
Provide transportation services to District students who are unable to be served by a school bus and as determined by their IEP.
Approved Special Class Procurement - Secure, Specialized Transportation for Special Needs Students
PPS-47-0288(19)
$1,000,000 C. Hertz
Fund 101
Dept. 5560
Solidarity Cab Cooperative DBA Union Cab Cooperative 7/15/20 through 6/30/25 Services
S 69739
Provide transportation services to District students who are unable to be served by a school bus and as determined by their IEP.
Approved Special Class Procurement - Secure, Specialized Transportation for Special Needs Students
PPS-47-0288(19)
$1,700,000 C. Hertz
Fund 101
Dept. 5560
Mojo’s Transportation, Inc. 7/15/20 through 6/30/25 Services
S 69740
Provide transportation services to District students who are unable to be served by a school bus and as determined by their IEP.
Approved Special Class Procurement - Secure, Specialized Transportation for Special Needs Students
PPS-47-0288(19)
$2,500,000 C. Hertz
Fund 101
Dept. 5560
Lexia Learning Systems LLC 8/1/20 through 8/1/21 Digital Resource
DR 69763
Lexia Learning license/training for all K-5 students.
Approved Special Class Procurement - Copyrighted Materials and Creative Works
PPS-47-0288(4)
$720,000 K. Cuellar
Funding Source Varies
Delta Connects, Inc. 7/15/20 through 10/30/20 Construction
C 69663
Jefferson High School HVAC Steam Valve Replacement
Invitation to Bid - Construction 2020-2788
$152,508 C. Hertz
Fund 445
Dept. 5597
Project K0168
Smartest EDU, Inc. 7/15/20 through 7/15/23 Digital Resources
DR 69757
District license and tool supporting instruction and assessment.
Approved Special Class Procurement - Copyrighted Materials and Creative Works
PPS-47-0288(4)
$421,000 K. Cuellar
Fund 205
Dept. Varies
Grant G2000


NEW INTERGOVERNMENTAL AGREEMENTS ("IGAs")

No New IGAs

AMENDMENTS TO EXISTING CONTRACTS

No New Amendments



 
XII.2. RESOLUTION 6138: Revenue Contract that Exceed $150,000 for Delegation of Authority
Description: 
RESOLUTION No. 6138

Revenue Contracts that Exceed $150,000 Limit for Delegation of Authority

RECITAL
Portland Public Schools ("District") Public Contracting Rules PPS-45-0200 ("Authority to Approve District Contracts; Delegation of Authority to Superintendent") requires the Board of Education ("Board") to enter into and approve all contracts, except as otherwise expressly authorized.  Contracts exceeding $150,000 per contractor are listed below.
RESOLUTION
The Superintendent recommends that the Board approve these contracts.  The Board accepts this recommendation and by this resolution authorizes the Deputy Clerk to enter into the following agreements.

NEW REVENUE CONTRACTS
No New Revenue Contracts
 
NEW INTERGOVERNMENTAL AGREEMENTS / REVENUE ("IGA/Rs")
Contractor Contract Term Contract Type Description of Services Contract Amount Responsible Administrator, Funding Source
Gresham-Barlow School District 9/1/20 through 6/30/21 Intergovernmental Agreement / Revenue
IGA/R 69701
School age classroom services for Deaf/Hard of Hearing regionally eligible children placed by Gresham Barlow in a DHH Classroom, K through High School. $150,275 K. Cuellar
Fund 299
Dept. 5422
Grant S0031
David Douglas School District 9/2/20 through 6/30/21 Intergovernmental Agreement / Revenue
IGA/R 69704
School age classroom services for Deaf/Hard of Hearing regionally eligible children placed by David Douglas in a DHH Classroom, K through High School. $229,300 K. Cuellar
Fund 299
Dept. 5422
Grant S0031
Centennial School District 9/1/20 through 6/30/21 Intergovernmental Agreement / Revenue
IGA/R 69744
School age classroom services for Deaf/Hard of Hearing regionally eligible children placed by Centennial SD in a DHH Classroom, K through High School. $231,650 K. Cuellar
Fund 299
Dept. 5422
Grant S0031
 
AMENDMENTS TO EXISTING REVENUE CONTRACTS
No Amendments to Existing Revenue Contracts




 
XII.3. RESOLUTION 6139: A Resolution Regarding Depository Banks for the Funds of the Portland Public School District (School District No. 1-J, Multnomah County Oregon)
Description: 
RESOLUTION No. 6139
 
A Resolution Regarding Depository Banks for the Funds of the Portland Public School District (School District No. 1-J, Multnomah County Oregon

RECITALS
  1.  At the beginning of each fiscal year, the Portland Public Schools Board of Education, establishes depositories for school funds (ORS 328.441, 294.805 - 294.895).
  2.  The District desires to pass a resolution to name official depositories during the 2020-21 fiscal year.
RESOLUTION
  1. RESOLVED that the following depositories are hereby, approved as official depositories of Portland Public Schools funds during the 2020-21 fiscal year:
Institution
U.S. Bank
Wells Fargo Bank
Umqua Bank
Washington Federal Bank
Willamette Bank
BNY - Mellon Bank
JPM Chase Bank
Bank of America
Local Government Investment Pool (LGIP)
 
  1. RESOLVED that any of the following of the District’s officers [designate titles only]; and in their absence as the Superintendent designates:
Deputy Superintendent of Business & Operations
Chief Financial Officer
(each such designated officer an "Officer"), is individually authorized to:  (a) open or close one or more deposit and/or securities accounts (the "Accounts") with any depository institution qualified by the Oregon State Treasurer under Oregon Revised Statutes (ORS) 295 (herein after called "Bank" which account shall be in the name of the District; (b) execute and deliver in the District’s name such agreement (s) regarding the Accounts and the services related thereto as Bank may from time to time require; (c) authorize and execute transations on the Accounts, including, without limitation, (i) signing checks and other instruments withdrawing funds from the Accounts, (ii) requesting funds transfers by Bank to and from the Accounts, (iii) entering into arrangements for the processing of automated clearing house ("ACH") debit entries and/or ACH credit entries to and from the Accounts, and (iv) endorsing on behalf of the District, and otherwise negotiating, checks and other items payable to the District; (d) incur overdrafts and other obligations in the Accounts at Bank in connection with any of the products, services, or activities authorized by these resolutions;
  1.  RESOLVED, that any one of the following of the District’s officers [designate titles only]:
Director of Financial Services
Senior Manager/Treasury
(each such designated officer a "Limited Officer"), is authorized to: i) request funds transfers by Bank to and from the Accounts, (ii) enter into arrangements for the processing of automated clearing house ("ACH") debit entries and/or ACH credit entries to and from the Accounts.
  1.  RESOLVED, that each Officer and each Limited Officer is individually authorized to designate one or more District officials [each such designated official, an "Official") to: (a) sign checks withdrawing funds from their respective school checking Accounts, including those payable to cash; and (b) issue and release stop payments on checks drawn on their respective school checking Accounts. 
  2. RESOLVED, that the District is authorized to enter into any other arrangements, agreements and documents with respect to any Bank’s deposit and treasury management products and services, in such form and on such terms and conditions as may be agreed to by an Officer signing such agreements and documents, after appropriate Board of Education approval is obtained, if necessary;
  3. RESOLVED, that except to the extend provided otherwise in any agreement between the District and Bank, the District authorizes Bank to rely on any act or communication, including telephone, wire or electric communication, purporting to be done by any Officer, Limited Officer or Official of the District if such reliance is in good faith, and the District shall be bound to Bank by such act or communication relied on by Bank in good faith;
  4. RESOLVED, that these resolutions are in addition to, and not by way of limitation on, other resolutions, if any, of the District in favor of Bank, and that the authority conferred by these resolutions shall be deemed retroactive and any and all acts authorized by these resolutions performed prior to the passage of these resolutions are hereby approved and ratified as the official acts and deeds of the District; and
  5. RESOLVED, that each of these resolutions shall continue in full force and effect until Bank has received express written notice of its rescission or modification by a resolution duly adopted by the District’s Board of Education and certified by a Secretary or Deputy Clerk of the District. 
XII.4. RESOLUTION 6140: Appointment of Budget Officer
Description: 
RESOLUTION No. 6140

Appointment of Budget Officer

RECITALS
  1.  To comply with the requirements of Oregon Revised Statutes (ORS), the Portland Public Schools Board of Education shall designate a person to serve as the Budget Officer. 
  1.  ORS 294.331 requires the Board of Education to designate a person to serve as the Budget Officer.  The Budget Officer shall prepare or supervise the preparation of the budget document and act under the direct supervision of the Superintendent.
RESOLVED
The Portland Public Schools Board of Education designates Deputy Superintendent, Business & Operations Claire Hertz as Budget Officer of Portland Public Schools for the 2020-21 fiscal year.
 
XII.5. RESOLUTION 6141:  Appointment of Clerk and Deputy Clerks
Description: 
RESOLUTION No. 6141

Appointment of Clerk and Deputy Clerks

 
RECITALS
  1.  To comply with the requirements of Oregon Revised Statutes (ORS), the Portland Public Schools Board of Education shall appoint a School District Clerk and Deputy Clerks for the 2020-21 fiscal year.
  2.  ORS 332.515 requires the appointment of the Chief Administrative Officer as the School District Clerk.  Deputy Clerks may also be appointed. 
RESOLVED
  1. The Portland Public Schools Board of Education appoints Superintendent Guadalupe Guerrero as Clerk of Portland Public Schools for the 2020-21 fiscal year. 
The Portland Public Schools Board of Education appoints Deputy Superintendent of Business & Operations Claire Hertz and Director of Purchasing & Contracting Emily Courtnage as Deputy Clerks of Portland Public Schools for the 2020-21 fiscal year.
XII.6. RESOLUTION 6142:  Appointment of Financial Auditor
Description: 
RESOLUTION No. 6142

Appointment of Financial Auditor

RECITALS
  1.  To comply with the requirements of Oregon Revised Statutes (ORS), the Portland Public Schools Board of Education shall appoint a financial auditor for the 2020-21 fiscal year. 
  1.  ORS 328.456, 327.137, 297.405 require the appointment of a financial auditor for the School District.
RESOLVED
The Portland Public Schools Board of Education appoints Talbot Korvola & Warwick (TKW) to serve as the financial auditor for the 2020-21 fiscal year.
 
XII.7. RESOLUTION 6143:  Adoption of Minutes
Description: 
Resolution No. 6143

The Following Minutes are offered for Adoption: 
June 11, 2020 - Special Meeting
June 11, 2020 - Regular Meeting
June 23, 2020 - Regular Meeting
XIII. Adjourn
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