SOUTH LANE SCHOOL DISTRICT. Cottage Grove, OR

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1 SOUTH LANE SCHOOL DISTRICT Cottage Grove, OR Regular Session Minutes District Service Center, 455 Adams September 14, 2015 The South Lane School District is an equal opportunity educator and employer. In accordance with ORS , South Lane School Board meeting facilities are accessible to persons with disabilities and with sufficient notice, to hearing impaired individuals. Persons having questions about or requests for special needs and accommodation should contact the Superintendent's Office at 455 Adams, Board Members Present: Alan Baas Sherry Duerst-Higgins Tammy Hodgkinson Merlene Martin Gary Mort Jerry Settelmeyer Taylor Wilhour Student Representative Present: Erin Foreman, CGHS Call to Order and Flag Salute Board Chair Tammy Hodgkinson called the meeting to order at 5:31 p.m. and led the flag salute. Public Welcome Board Chair Tammy Hodgkinson welcomed the public. Review of Agenda Board Chair Tammy Hodgkinson reviewed the agenda and the following addition was made: Executive Session under ORS (2)(e): To consider the employment of an employee or contractor who works on the behalf of the district. Supplemental Budget Hearing Board Chair Tammy Hodgkinson adjourned the Regular Session Board meeting at 5:33 p.m. to enter into a supplemental budget hearing. Business Manager Phil Scrima explained that South Lane Food Service received a grant in the amount of $67,000 from the State of Oregon. Board Chair closed the Supplemental Budget Hearing at 5:35 p.m. and reconvened the Regular Session Board Meeting.

2 Consent Agenda: Board Member Sherry Duerst-Higgins made a motion to approve the Consent Agenda with Board Member Gary Mort seconding the motion. The motion was passed with a unanimous vote. Special Report Cottage Grove High School Student Representative to the Board for , Erin Foreman, introduced herself to the Board and gave the following updates: Students went to a Gear-Up camp at Oregon State University. Link Crew met three times over the summer to prepare for incoming freshmen. The back to school assembly was fun and students were excited to be back. The girls water polo team had their first win in three years. Two football games have been played, both losses. There are many new classes and the AP classes are very full. Homecoming is next month. Reports A. Superintendent Krista Parent 1. PE Grant Update The district received an ODE grant to hire PE teachers at each of the five elementary schools. The hiring process for filling the elementary PE teacher positions has been challenging as there are few applicants available. Dorena and Harrison have filled the position recently. 2. Welcome Back Review This year s Welcome Back was very successful with activities planned around the Wellness Grant. Approximately 20 community members/businesses representing health related areas participated in the Welcome Back, providing valuable information for staff. 3. OSBA Fall Regional Meeting, October 1, 2015 Krista reminded the Board Members of the upcoming meeting and encouraged them to attend. B. Communications Coordinator Garrett Bridgens A. Bond Planning Update A group of eight community members are working to develop a PAC for the bond. They have met twice in the past three weeks, putting together a presentation to show how far the process has come and why the bond is important to the South Lane Community. The next meeting will be held at the Healing Matrix, October 7, 5:00 p.m., and will have two guest speakers from the Bethel School District. B. Cottage Grove Community Foundation Dinner, October 21, 2015 Garrett invited Board Members to attend the upcoming dinner, which is held in the community center at Our Lady of Perpetual Help Catholic Church. The CGCF provides many opportunities and benefits for South Lane and South Lane students. C. Mentor Grant Update, Director Tim Porter South Lane teamed up with Lane ESD to submit a mentor proposal, but the grant was not funded. There will not be mentoring dollars for any early career teachers in Lane County, though several of our new teachers are going through the Skillful Leader training at Lane ESD which was a part of the proposal. D. SLEA Representative Report, Diane Hicks/Dawn Stetina The year has gotten off to a great start and the new teachers are doing a great job. Unfinished Business A. Board Operating Agreement Review, Superintendent Krista Parent Board Chair Tammy Hodgkinson commented on the hard work and diligence that went into

3 the present operating agreement, suggesting it be extended to a 2-year agreement. Board Member Jerry Settelmeyer shared concerns about the tone and direction of the agreement and also that he doesn t feel a need for such a document. After much discussion, a Board Work Session was scheduled for Thursday, September 17, 1:00 p.m. to review the operating agreement. B. Architect RFP Update, Superintendent Krista Parent Krista reviewed the Request for Qualification (RFQ) process, culminating in a Request for Proposal (RFP), with six firms submitted a proposal. Business Manager Phil Scrima, Facilities Supervisor Matt Allen, Assistant Superintendent Kyle Tucker, Communications Coordinator Garrett Bridgens, Community Member/Architect David McClean and Krista comprised a committee to review and score the applications. Two finalists were chosen and each gave a presentation to the committee. References were called, videos and pictures of buildings by each firm were reviewed, and tours of schools were also conducted. The committee recommendation to the Board is BLRB Architects. Board Member Jerry Settelmeyer made a motion to direct Superintendent Krista Parent to enter into negotiations for a pre-bond planning contract with BLRB Architects. Board Member Gary Mort seconded the motion which passed unanimously. C. Community Conversations Update, Communications Coordinator Garrett Bridgens Board Members Alan Baas, Tammy Hodgkinson and Merlene Martin have been working with Garrett to plan the community conversations which will be focused on the bond. Garrett expressed his appreciation at their involvement. New Business A. Head Start of Lane County, Delight Valley Property Lease, Superintendent Krista Parent After clarifying that there were two parts to this discussion, Krista reviewed the analysis Head Start did of the property. Annie Soto, Head Start of Lane County, met with Krista to discuss what the future of Head Start might look like on the Delight Valley campus. In June 2014 the Board had approved extending the current contract by three years (until 2018). A new lease agreement would run from July 2015 through June 2018, but would give the district a 60 day notification opt out if the district needed the facility back sooner than the end date of the new lease agreement. Board Member Jerry Settelmeyer moved to approve the lease agreement proposal submitted by Head Start. Board Member Gary Mort seconded the motion which passed unanimously. The second part of the discussion involves South Lane Fire and Rescue s interest in purchasing a portion of the Delight Valley Property. Board Member Jerry Settelmeyer stated that while he doesn t feel there is a conflict of interest, he wants it known that he is on the Fire Board. Krista explained the agreement with the fire department for the portion of the property that Station #2 is on. Krista conveyed significant pieces of information including: Filing fee cost to change lot lines. What remains of the DV property if a portion were sold and the ramifications it might have on the district s ability to sell the site. Use of the well by the fire department (which is on the leased portion of the property). At this time the Board is not interested in selling that portion of the Delight Valley property and directed Superintendent Parent to share their desires with Chief Wooten. B. ACE Memorandum of Understanding (MOU), Assistant Superintendent Kyle Tucker After explaining the MOU request, Kyle clarified that there is always a liability risk when entering into an agreement to subcontract services such as payroll.

4 Two specific points brought to the attention of the Board were: PERS and BOLI have not challenged the wording, and; if the MOU were approved, it would be attached to the current ACE contract. Board Member Jerry Settelmeyer made a motion to approve the District entering into the MOU with ACE with Board Member Merlene Martin seconding the motion. Ranell Curl with ACE introduced ACE Board Member Amanda Hinkle to the SLSD Board. Documents outlining ACE s plan for streamlining their business procedures was shared with the Board, as was the why behind this request. Superintendent Parent clarified that ACE would not be responsible for paying PERS if employees were employed by a third party such as the one being proposed. Ranell expressed the financial strain ACE feels for having to pay PERS and/or for making sure their employees stay under the maximum hour threshold. Kyle explained that this type of agreement is rare, though it has very good wording protecting the District. The earlier motion was rescinded. After many questions were asked and answered, Board Member Jerry Settelmeyer moved the decision be tabled and brought back for further discussion at the October Board Meeting. Board Member Taylor Wilhour seconded the motion which passed unanimously. C. Policy GBK/JFCG/KGC Prohibited Use, Possession, Distribution or Sale of Tobacco Products and Inhalant Delivery Systems (v1), 1 st Reading, Director Tim Porter Tim explained the changes in the policy. D. Policy JECB Admission of Nonresident Students, 1 st Reading, Superintendent Krista Parent Krista explained the changes in the policy. a. JECB-AR(1) Admission of Nonresident Students, informational only E. Policy JFC(v2) Student Conduct and Discipline, 1 st Reading, Director Tim Porter Tim explained the changes to the policy. F. Policy JFCG/JFCH/JFCI Use of Tobacco Products, Alcohol, Drugs or Inhalant Delivery Systems, 1 st Reading, Director Tim Porter Tim explained the changes in the policy. G. Policy JG Student Discipline, 1 st Reading, Director Tim Porter Tim explained the changes to the policy. H. Policy JHCDA Prescription Medication, 1 st Reading, Director Tim Porter Tim explained the changes to the policy. Board Member Taylor Wilhour made motion to approve Policy JHCDA with Board Member Sherry Duerst-Higgins seconding. The motion passed unanimously. I Board Goals, Superintendent Krista Parent Krista reviewed the updated goals. J. OSBA New Board Member Training, Lane ESD, 9/24/2015, 5:30 p.m. The training is a result of new board members throughout the county requesting it. K. OSBA Annual Convention, Portland, November Board Members were reminded of the convention. L. OSBA Board/Legislative Policy Committee Nominations Board Member Merlene Martin made motion to nominate incumbent Sherry Duerst-Higgins for Position 6 of the OSBA Board. Board Member Taylor Wilhour seconded the motion, which passed unanimously. Board of Director s Comments Alan Baas Is impressed with the bond development process. The BYB crowd is inching forward, focusing on kids helps. He will be attending the United Way s breakfast. The Wealth Works seminar is coming up, which he will be attending. Sherry Duerst-Higgins Is appreciative of the health screenings for athletes that Peach Health provided. Athletes were charged $20 which was then given back to CGHS.

5 Tammy Hodgkinson Enjoyed the Welcome Back very much; it was well planned. Merlene Martin Is sorry she missed the Welcome Back. She finished reading the book Our Kids which moved her to write her state representatives, encouraging them to read it. She also attended the backpack giveaway and was very impressed and would like a school district presence at such events. Gary Mort Is gearing up for another school year at LCC. Jerry Settelmeyer Requested the open house dates for schools. Taylor Wilhour Cycle the Lakes is this weekend and the Michelle Portmann ride is on Sunday. The Opal Center asked him to be on their board (they would like to have a representative from SLSD), but Taylor declined. Dates to Remember September 24, 2015 Lane ESD, OSBA New Board Member Training, 5:30 pm October 1, 2015 OSBA Fall Regional Meeting at Lane ESD, 6:00 October 5, 2015 Regular Session Board Meeting, 5:30 p.m. October 9, 2015 Statewide Inservice, Non-Contract Day, No School October 19, 2015 Work Session Board Meeting, 5:30 p.m. Executive Session Board Chair Tammy Hodgkinson excused the audience to allow the Board to enter into an Executive Session at 7:54 p.m. under ORS (3): To meet with persons designated by the Board to conduct labor negotiations. This Executive Session ended at 8:03 p.m. Board Chair Tammy Hodgkinson entered into an Executive Session at 8:03 p.m. under ORS (2)(e): To consider the employment of an employee or contractor who works on the behalf of the District. The Executive Session ended at 8:27 p.m. Adjournment Board Chair Tammy Hodgkinson adjourned the meeting at 8:28 p.m. Regular Session meeting minutes were prepared by Mary Dubbs, Board Secretary. October 5, 2015 Date Tammy Hodgkinson, Board Chair Krista Parent, Superintendent