Capital Region Educational Service District 113 Board of Directors Meeting Minutes December 13, I. Routine Items

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1 Capital Region Educational Service District 113 Board of Directors Meeting Minutes December 13, 2017 Board Members Present: Executive Team Present: Staff Present: Allen Jones Dana Anderson Marsha Mills Rick Anthony Cal Brodie Ed Otos Rex Comstock Matthew Solomon Carrie Sherman Don Rash Mike Hickman Marty Fortin Al Cohen Andrew Eyres Chase Buffington Harry Carthum Kristen Jaudon Stephanie Griffiths Diana Goldy Jodi Petrovich Absent: Guests: Dale McDaniel, Board Member-Elect Bill Williams, Board Member-Elect Gar Abbas, District Ranger, Forest Service Melissa Charette, Teacher of the Year 2018 Dawn Knutzen, ProTeach Instructor I. Routine Items 1. Call to Order/Flag Salute A quorum established, Chair Jones called the regular meeting of the ESD 113 Board of Directors to order at 12:04 PM at the ESD 113 administration offices in Tumwater. 2. Audience Participation Newly elected board members Bill Williams and Dale McDaniel introduced themselves; their terms begin the second Wednesday of January Chair Jones noted that this was Diana Goldy s and Rex Comstock s last board meeting. They will be missed. Director Goldy has completed 8 years of service while Director Comstock has completed 22 years of service. A farewell reception will follow today s board meeting. 3. Adoption of Agenda Superintendent Anderson presented an amendment to the Consent Agenda: The correct total for Workers Compensation Vouchers is $1,133, Director Comstock moved and Director Goldy seconded a motion to adopt the amended Agenda as presented. Motion carried unanimously. 4. Special Recognition On behalf of the board, Superintendent Anderson recognized Dawn Knutzen for her exemplary success with guiding ProTeach cohort participants through the second tier professional certification process and the development of the ProTeach Portfolio; the requirement to attain the Professional Certificate. ProCert turned into ProTeach. We have had a program every year since the pilot in ESD 113 has had over 400 teachers in the ProCert program and 800 teachers in ProTeach. We have a 100% passing rate(the only organization to do so) for those teachers who have completed the ProTeach process. This work ended in November. 1

2 5. Consent Agenda All items in the Consent Agenda were enacted by one motion in the form listed below. No director requested that an item or items be removed from the Consent Agenda for independent consideration. a. Approval of the Minutes The November 8, 2017 board meeting minutes as presented. (pp. 5-7) b. December Vouchers and November Payroll (pp.12-16) i. General Fund Vouchers General Fund Voucher Numbers to ; to ; to ; to totaling $3,250, ii. Health Reimbursement Vouchers Health Reimbursement Voucher Numbers to totaling $ iii. Unemployment Fund Vouchers Account Voucher Numbers to totaling $103, iv. Worker s Compensation Insurance Fund Vouchers Workers' Compensation Insurance Fund Voucher Numbers to ; to totaling $1,133, c. Staffing Information The December 2017 staffing report as presented in the board packet. (pp.17-18) d. GRAVITY Program Amended Contract: Christina Claridy, Instructor, from.9 FTE to 1.0 FTE for January 1, 2018 through August 31, 2018, $29, Director Carthum moved and Director Cohen seconded a motion to approve the Consent Agenda as presented. Motion carried unanimously. II. Reports to the Board 1. Teacher of the Year 2018 Melissa Charette Olympia School District Superintendent Anderson introduced Melissa Charette, ESD 113 s 2018 Regional Teacher of the Year. She is a Special Education teacher at Washington Middle School. Melissa enjoys being a part of the growing process as kids are just figuring out who they are and who they want to become. After 18 years in the field of Special Education, Melissa still has a passion and drive for kids, learning and being part of the school community. She has created and grown a peer mentor program at Washington MS where over 50 students enter her classroom daily to work with her Intellectually Delayed students. She integrates all students into her class, from the academically high achieving, to the struggling students of concern. Students are put in leadership roles where they are successful and feel proud of themselves, many for the first time. They also provide curriculum feedback. This interaction has resulted in increased academic achievement. 2

3 Melissa is passionate about the retention and recruitment of special education teachers. She would like to raise awareness, grow/extend the peer mentor program as it is growing compassionate leaders and creating future teachers. She hopes to develop this into a CTE course. She has created a blog where she posts stories about the peer mentor program. It has been well received; the number of followers is increasing. Melissa was thanked for your presentation. The board commended her on her leadership and ownership of this program. ESD offered its support in helping her to achieve her goals. 2. Cispus Learning Center Conveyance Update Marty Fortin-Director, Chase Buffington-General Manager, Gar Abbas-District Ranger Marty introduced Gar and described the partnership between Cispus and the Gifford Pinchot National Forest. Gar distributed copies of the Gifford Pinchot National Forest Fire, Administrative and Other (FAO) Facility Master Plan He provided site background information and explained about the recommendation and rationale for divesting/transferring the Cispus property to ESD 113/ approximately acres. Gar highlighted the Forest Service s limitations, portions of the Public Law that applied to conveyance of national forest system lands for educational purposes, the complex process (boundary surveys, historic evaluation and report writing as most of the buildings are predepression era so fall under the National Preservation Act) and costs involved. Gar was thanked for his informative presentation. Next steps include looking at our federal delegation to see who could assist us with the transfer, explore prohibitive costs and possible external resources, and contacting AWSP about similar efforts underway at Skamania Lodge. 3. Head Start Program Report Matthew Solomon, Asst. Supt., Early Learning The Monthly Program Report had been included in the board packet. (pp ) Matthew provided these highlights: The ESD is required to fill slots within the first 30 days of class. Ninety-three slots remain unserved because of being understaffed: 2 sessions at Shelton, 2 sessions at Friendly Grove, 1 session at the Lacey Center, and a classroom at SPSCC. There are currently 40 open teacher and teacher assistant positions. Management will be meeting at the Region X Office in Seattle on December 14 to discuss a plan to provide services to those children. Matthew outlined strategies to address these needs: seeking a consultant to assist with recruitment efforts, looking at ways to partner with others to shift the service model via other methods so kids who are not served due to staffing challenges can be served via other structures: (home support and subcontractors). Other than the authorized carry-over amounts, the ESD is required to spend all funds in the respective grant year unless there are pending obligations. This year we have $235,000 in pending obligations: two playgrounds, and the installation of a new septic system. Policy Council is required to review the Policy Council by-laws annually. The By-Law Committee reviewed and edited the by-laws, and has moved them forward to the Policy Council for review. There was no new program communications received from the Office of Head Start this month. The board thanked Matthew for his report. He was excused from the meeting due to another 3

4 commitment. 4. WSIPC Skyward Qmlativ Presentation Stephanie Griffiths, Director, CRISC Stephanie provided an update on the roll-out of Skyward s new Qmlativ Education Management System. She described challenges with the current platform. Qmlativ is a newly enhanced, redesigned Skyward product. It is a simple user-centric design. One app is responsive to any device. It has consolidated and streamlined functionality, logical navigation and graphical analytics. Global searches can be done based on user s security. There is a self-service support feature that may decrease volume of how-to generic calls, and tracks professional development. Migrations start in 2018/19 with our ESD as an early adopter prior to the school year. The plan is to support old and new at the same time for four years. CRISC is currently working through professional development courses and talking about an overall training strategy on how to use these tools with our districts. Stephanie was thanked for her report. Chair Jones recessed the meeting for a five-minute break at 2:52 PM. 5. Finance Report Cal Brodie, CFO The October 31, 2017 finance report had been included in the board packet. (pp ) There is nothing exceptional to report: We have completed two months or 16.67% of our year. The ESD collected revenues within the General Fund YTD equaling 14.37% of our current budget. Other funds present similar results. The combined level is within judgmental parameters and historic results as measured against 16.67% completion of our operating year. YTD our General Fund expenditures within the operating fund are at 14.33%, which is within the judgmental parameters and historic results as measured against 16.67%. The board parameters for the ESD General Fund Balance targets a maintenance level that is sufficient to meet or exceed our estimated cash flow needs for the year. The current Unrestricted fund balance is 340% of our targeted cash flow needs. For the current year the ESD has met or exceeded this targeted level each month. The ESD Cash Balance remains strong. As of October 31, 2017 the General Fund cash balance on deposit with the Thurston County Investment Pool is $10,032, We have -$346,996 in outstanding warrants against this balance. Our interest yield on this is currently 1.12%. This rate exceeds the WA State Treasurer s Pool return of 1.08%. The Unemployment Fund expenditure trend is not evaluated against the straight line basis. The majority of claims incurred are typically seen in the summer months. The Unemployment Fund results YTD through October 31, 2017 are typical. As of October 31 the fund has received claims totaling 0% of the budgeted level. A review of the ESD funds show a pattern of revenues and expenditures that are consistent with expectations and historical results. Cal pointed out changes to the expenses and revenue columns in the budget capacity report. Superintendent Anderson commented that the board has provided a financial framework (per policy) that permits administration to be responsive to needs. Building budget capacity for new programs allows the agency to be nimble to opportunities and gives the ESD competitive advantage. 4

5 The board thanked Cal for his report. 6. Superintendent Report Board Induction An orientation session for our two new board members takes place the morning of December 18. They will meet with the whole executive team followed by 30-minute individual meetings with each, then with Superintendent Anderson, Chair Jones and Vice-Chair Rash. Board Policy Revisions Series 1000-Board of Directors Update Policy sub-committee continues its work. A First Reading is planned at February s board meeting. Numerous minor edits have been made; the sub-committee has aligned policies with current RCW & WACs, clarified relationship with the Regional Committee, aligned meeting communications and agendas to current practice, clarified board and superintendent expectations. Initial Discussion/Board Reorganization Session January 10, 2018 Per RCW 28A and board Policy 1210, a reorganization of the board will occur after the oaths of office have been administered. The Chair and Vice-Chair are elected (these positions will be reaffirmed) and the Legislative and Early Childhood Representatives appointed by the board chair. Superintendent Evaluation Superintendent Anderson is evaluated annually by the board. The evaluation worksheet, policy and procedure will be distributed at January s meeting. An executive session will take place during February s meeting at which time the board provides feedback to the superintendent and discusses whether to extend his contract. Property Development Superintendent Anderson and Cal Brodie walked the board through the steps conducted thus far. A comprehensive site survey and geological study on the vacant property is finished; preliminary building sketches were shared. Next steps include getting tighter cost estimates, formal legal study to continue with the plan, and presentation to interested partners. III. Informational Items 1. Contracts Exceeding the $50,000 Threshold Dana Anderson True North Thurston Mason Behavioral Health Organization Treatment Services/Amendment 2-$87, Thurston Mason BHO has added $87,531 in non-medicaid funding to increase capacity to expand behavioral health services in the region. This brings our contract to a total of $2,266, End Date: 12/31/17 5

6 IV. Action Items No Action Items this month. V. Board Report 1. AESD Report Rick Anthony Rick reported: Meeting took place November 16 prior to WSSDA conference in Bellevue. Strategic plan vision, mission, goals were passed. A finalized copy will be electronically sent to the board. Rick s term ends in April. The nominating committee will present president and vicepresident candidate names and seek additional nominations from the floor during April s annual conference. AESD board orientation materials will be updated and presented for approval at February s meeting. Draft AESD budget will also be presented to the Executive Board in February. The goal is to take a vote by full membership at April s annual conference. AESA Conference Debrief Board members who attended the conference agreed that the keynotes and break-out sessions were very good and relevant. Discussion on topics and where to go from here will take place at a later time. 2. Legislative Report Don Rash Attended the Lewis County superintendent s meeting; Senator John Braun addressed the group. Senator Braun was a good listener and understands educational/finance issues. Capital budget still hasn t been passed. Don referred the board to WASA s TWIO as it provides in-depth coverage of legislative issues. Lewis County is struggling to get the ballot titles for their upcoming levies. VII. For the Good of the Order Director Goldy said she had enjoyed serving on the board. Director Comstock said it had been a pleasure to serve and shared stories of when he first assumed his role. Director Rash would like to see presentations from the Principal of the Year and Superintendent of the Year. Chair Jones wished everyone the best of holidays. Director Carthum provided feedback on the day s meeting and presentations and made suggestions for improving upcoming meetings. Efforts to move/consolidate programs on the harbor are underway. A tour of the old WorkSource building in Aberdeen takes place December 20. 6

7 Mike Hickman shared that $20,000 was anonymously donated to Student Support Services. Per policy 6114, the funds will be placed in the ESD s trust and agency fund. Cal Brodie mentioned that informational sessions on 2242 are being scheduled with the first one taking place January 17 at 6:00 PM at Aberdeen High School. A board photo will be taken prior to January s board meeting. VIII. Adjourn There being no further business to come before the board, Chair Jones adjourned the meeting at 3:26 PM. The next Regular Board Meeting takes place January 10, 2018 at noon at ESD 113. Respectfully submitted, Marsha Mills Recording Secretary Allen Jones, Chair Dana Anderson, Superintendent Date Date 7