MINUTES OF THE EXECUTIVE SESSION AND REGULAR MEETING OF THE BOARD OF DIRECTORS SCHOOL DISTRICT 4J, LANE COUNTY, OREGON.

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1 MINUTES OF THE EXECUTIVE SESSION AND REGULAR MEETING OF THE BOARD OF DIRECTORS SCHOOL DISTRICT 4J, LANE COUNTY, OREGON March 9, 2011 The Board of Directors of School District No. 4J, Lane County, Eugene, Oregon, held an executive session at 5:30 p.m. and a regular board meeting at 7 p.m. on March 9, 2011, at the Education Center, 200 North Monroe Street, Eugene, Oregon. Notice of the meeting was mailed to the media and posted in the Education Center on March 3, 2011, and published in The Register-Guard on March 7, ROLL CALL BOARD MEMBERS: Craig Smith, Chair Alicia Hays, Vice Chair Jennifer Geller Beth Gerot Anne Marie Levis Jim Torrey Mary Walston STAFF: George Russell, Superintendent of Schools Barbara Bellamy, Chief of Staff and Communications Director Susan Fahey, Chief Financial Officer Celia Feres-Johnson, Director of Human Resources Carl Hermanns, Assistant Superintendent and Chief Academic Officer Doug Gallup, District Hearings Officer Christine Nesbit, Associate Director of Human Resources Randy Bernstein, South Eugene High School Principal and Bargaining Team Member Jeralynn Beghetto, Human Resources Administrator and Bargaining Team Member OTHER: Joe Richards, 4J Legal Counsel MEDIA: Mark Baker, Register-Guard EXECUTIVE SESSION Under provisions of ORS , Open Meeting Laws, the Board of Directors conducted an Executive Session for the following purpose: To consider the expulsion of a minor student, pursuant to ORS (1) (a); and to conduct deliberations with persons designated by the governing body to carry on labor negotiations, pursuant to ORS (2) (d). The executive session ended and the regular board meeting began with the above present, except for Doug Gallup and Joe Richards, along with the following: Minutes Board of Directors March 9,

2 REGULAR BOARD MEETING: STAFF: Jon Lauch, Director of Facilities Management Kerry Delf, Communications Coordinator Caroline Passerotti, Financial Analysis and Budget Manager Mary Nickelson-Hill, Financial Operations and Reporting Manager STUDENT ADVISORY PANEL MEMBERS: Sun Sun Gan, Churchill High School Karen McGhehey, HIS, All Campuses Erik, Sheldon High School OTHERS: Dayna Mitchell, Eugene Educators Association MEDIA: KRVM CALL TO ORDER, ROLL CALL AND FLAG SALUTE Board Chair Craig Smith called the regular meeting of the School District 4J Board of Directors to order. He led those present in the flag salute. AGENDA REVIEW Superintendent Russell announced the removal of item #3 under the Consent Group Items for Action (Award of construction Contract for the Synthetic Turf Athletic Field Replacement). INTRODUCTION OF GUESTS AND SUPERINTENDENT S REPORT Superintendent Russell reported that Sun Sun Gan and a number of other students from the Superintendent s Student Advisory Committee had joined him and board members on a recent trip to Salem to visit with legislators. He thanked the students for their participation in the event and noted that City Councilor and former Representative Pat Farr had provided valuable assistance in gaining access for the students. He added that members of the Student Advisory Council also had met with the candidates for Superintendent and had impressed all of the candidates with their maturity and depth of understanding. He remarked on how fortunate the district was to be represented by such students. Referring to his Sustainable Budget Recommendations, Superintendent Russell pointed out that he had recommended looking at consideration of early retirement incentives. After having Human Resources and Finance staff perform an analysis, he concluded that he would not bring forward a recommendation to include a retirement incentive plan as part of the sustainable budget. He noted that the analysis had shown that long-term costs of such a plan would outweigh any benefit from short-term savings. Superintendent Russell said he had sent a letter to classified employees expressing deep appreciation for the work they do and for the contributions they make to the students of the district. He then read a proclamation from Governor Kitzhaber in recognition of Classified Employees Week: Minutes Board of Directors March 9,

3 WHEREAS: WHEREAS: WHEREAS: Education of our youth is imperative to Oregon and to our nation; and Classified school employees are a vital component of Oregon s public school system; and Classified employees work directly with all children. They are the school personnel responsible for the transportation and nutrition of our children, the maintenance of school property, and they are the clerical workers and educational assistants; and WHEREAS: Under the leadership of the Oregon School Employees Association and AFT- Oregon, classified employees, with their diverse talents, have created the necessary environment essential to educating our youth. An educated Oregon is a healthy Oregon. NOW, THEREFORE: I, John A. Kitzhaber, M.D., Governor of the State of Oregon, hereby proclaim March 7 March 11, 2011 to be CLASSIFIED SCHOOL EMPLOYEES WEEK In Oregon and encourage all Oregonians to join in this observance. Superintendent Russell expressed his heartfelt appreciation to all classified staff who make School District 4J a strong district. COMMENTS BY STUDENT REPRESENTATIVES Karen McGhehey, IHS, All Campuses, announced that the IHS Student Dance would be the following weekend. More than 300 students were expected to attend Sun Sun Gan, Churchill High School, reported that Churchill s recent musical was successful and well-attended. Spring sports had begun, with approximately 400 students signed up to participate. May 21 was set as the date for Prom and she invited board members to attend. Erik, Sheldon High School, reported that the Mr. Irish Pageant had been held. A school spirit day would be held to coincide with St. Patrick s Day, with a prize to be awarded to the student wearing the most green. ITEMS RAISED BY THE AUDIENCE There were no requests to speak by members of the audience. COMMENTS BY EMPLOYEE GROUPS Dayna Mitchell, Eugene Educators Association, expressed the association s appreciation to all classified employees. Ms. Mitchell informed the board that during the past week, EEA had met with the three finalist candidates for the Superintendent position and had listened carefully to how each candidate spoke of teachers and specialists and of their importance to the district. Candidates had shared Minutes Board of Directors March 9,

4 their thoughts on the role of the association and its relationship with the district. Ms. Mitchell noted that teachers deserved the utmost respect both within the district and across the nation. Classrooms all over the district had celebrated Read Across America Day the previous week. Ms. Mitchell said that when she had asked primary students if they loved to read books, she had been impressed that all students had raised their hands with enthusiasm Ms. Mitchell reported that she had received phone calls from teachers and specialists who had received potential layoff letters. They raised questions about topics such as unemployment and insurance continuation for families. She said that uncertainty, stress, and confusion were extremely high and she called for particular care, sensitivity, patience, and respect in how the situation would be handled in the weeks and months ahead. Ms. Mitchell considered it unfortunate that the district would not consider an early retirement incentive program and cited the success of such a program in Austin, Texas. She believed that it would provide cost savings for the district and job retention for some teachers who otherwise would be laid off. She said that the association understood there was a problem with public perception but maintained that the cost savings would be good public policy. She concluded that if the district were willing to engage in discussions outside the realm of collective bargaining and the reopener discussions, the association would be willing to do so in the next few months. Ms. Mitchell stated that on February 28, the association s bargaining team had advised Christine Nesbitt that it was willing to receive a complete district proposal in April. The association had noted that the proposal may include language pertaining to the reopener only. Contract articles the association had agreed to reopen included salary, step advancement, active employee insurance contribution, and the school work year. The association looked forward to a confirmation response from the district. Finally, Ms. Mitchell expressed the association s support for passage of the Strong Schools Eugene measure. Acknowledging that the measure would make only a small dent in the district s financial crisis, she emphasized the importance of working together for the measure s passage to ensure the availability of funding to restore days to the calendar, hold the line on class size, and save jobs. CONSENT GROUP ITEMS FOR ACTION MOTION: Ms. Gerot, seconded by Ms. Hays, moved to approve the Items in the Consent Group. VOTE: The motion passed unanimously, 7:0. Approve Supplemental Budget #1 The superintendent recommended approval of Supplemental Budget #1, recognizing and appropriating revenue not expected at the time the budget was adopted and transferring spending authority to support district operations in the General Fund, the Fleet and Equipment Fund and the Classified Insurance Reserve Fund. An overview of the transactions was included in the packet. Minutes Board of Directors March 9,

5 Approve Personnel Items The superintendent recommended approval of the personnel items included in the board packet. These covered employment, resignations, and other routine personnel matters. ITEMS FOR ACTION AT THIS MEETING Accept the Comprehensive Annual Financial Report for June 30, 2010 Oregon statute requires that the accounts and fiscal affairs of every governmental agency be audited and reviewed at least once each fiscal year. In addition, board policy directs that the district issue a Comprehensive Annual Financial Report. In the audit for , the district had received an unqualified opinion on the financial statements presented which indicated the auditor s belief that the financial statements presented fairly the district s financial position in all material respects. The district s Financial Policy Committee, including Mr. Torrey, met February 4 with the audit firm and financial services staff to review the audit report and letter to management. The letter to management contained a few suggestions for improving internal controls in the purchasing and grant oversight areas. MOTION: Mr. Torrey, seconded by Ms. Levis, moved to accept the Annual Audit Report for fiscal year Mr. Torrey emphasized the significance of the audit report in allowing the board to put forth a bond measure and to sell the bond at the best rate possible. He stressed the importance of ensuring there was sufficient staff in the Finance Department to do the work required by the State and Federal governments. Noting her prior membership on the Financial Policy Committee, Ms. Walston agreed with Mr. Torrey that the financial integrity of the district relied on the thoroughness of the audit report. She thanked staff for the hard work expended on the report. VOTE: The motion passed unanimously, 7:0. ITEMS FOR ACTION AT A FUTURE MEETING Approve a Resolution Supporting the City Tax Measure On February 14, the Eugene City Council approved a resolution referring a temporary city income tax measure to the May 17 ballot. At its February 16 board meeting, the board approved a motion supporting the tax measure and asked that a resolution supporting the income tax measure be prepared for board consideration. Ms. Bellamy explained that State election law prohibited district staff from preparing a resolution in support or opposition to a ballot measure. Consequently, Ms. Geller had prepared the resolution in the packet for board consideration and future action. Ms. Geller reviewed the resolution, noting that it provided some history and attempted to make clear that if the tax passed, expenditures would be limited to the permissible purposes of restoring instructional days and avoiding teacher lay-offs. Mr. Torrey thanked Ms. Geller and said he appreciated the resolution s clarity. Minutes Board of Directors March 9,

6 Referring to recital D. in the resolution, Mr. Smith asked for clarification of the number 108 in relation to teacher layoffs and whether it referred to FTE or individuals. Board members agreed that it referred to licensed staff (teachers). Approve a Resolution Placing a $70 Million Bond Measure for Capital Improvements on the May 2011 Election Ballot Mr. Lauch said that March 16 would be the last day action could be taken on this item if it was to be placed on the May ballot. The proposed measure would fund capital improvements to school facilities, including remodels and additions to several schools. It would off-load general fund operating costs for building upgrades and repairs; upgrade technology systems;, and provide a broad range of support for changes in delivery of instruction as required for larger class sizes, distance learning, space modifications, advances in instructional technology, and qualifying instructional materials. The bond measure was being considered at this time as one element of the superintendent s recommendations to move the district toward a sustainable operating budget as outlined in the Board Goals. The measure would provide some immediate relief to the general fund and take pressure off the existing capital reserves. By addressing existing building needs, the measure would also continue to move the district along the path set forth in the Long-Range Facilities Plan adopted in Mr. Lauch noted that replacements of one middle school and one elementary school that were originally proposed have been removed from the bond measure as currently proposed. Mr. Lauch told the board that considerable discussion had taken place about the pros and cons of placing the measure on the May election ballot instead of a November or later election. He said the most significant element in going to a May election would be the $15 million of qualified school construction bonds that the district has been approved to receive with the passage of a bond measure in May. Those funds were unlikely to be available in November. Mr. Smith requested further explanation of the school construction bonds. Ms. Passerotti explained that these were Federal funds provided the last biennium to support school districts. This particular qualified school construction bond was a subsidy available to pay interest on bonds. She emphasized that it was not bond authority but eligibility to have interest paid for bonds of a certain amount, which would reduce debt service cost. She added that a certain amount had been made available the first year, but because it was undersubscribed, a second window reopened for school districts to apply for the remaining balance if they had qualifying projects. While the district has qualified for $15 million, Ms. Passerotti said that the interest savings over the course of the bond would be $23 million. Mr. Lauch identified the next most significant issue in the proposed bond measure as the general fund off-load for capital repairs and upgrades to the tune of $1 million per year for six years. Some ongoing capital needs cannot be ignored, including field replacements at two high schools this summer, some roofing and exterior painting. If the bond measure passed in May, those projects could be funded from the bond instead of from capital reserves. Mr. Lauch advised that nearly all the advantages of going to the ballot in May may be lost by waiting until November. He noted that additional pros and cons were discussed in the report in the packet. Minutes Board of Directors March 9,

7 Mr. Lauch pointed out that revisions reflecting the reduced bond amount of $70 million had been made to an earlier list of projects. He reviewed the latest version in the packet: the general fund off-load had been reduced by $1 million in order to add $500,000 for restroom upgrades and $500,000 for Churchill and Sheldon; funding was added for roofing and security upgrades; siding upgrades for Roosevelt and Howard were included because replacement of those schools was not included; energy conservation upgrades were increased; and an allowance for wire glass (for safety) was added. Mr. Lauch said Ben Bradley was present to answer additional questions. Ms. Geller called the board s attention to a motion relating to Twin Oaks that she made during the budget deliberation meeting. She clarified that at the time, Twin Oaks was on the closure list, contingent on whether there was a bond measure. Unlike the other closures, it involved considerable expense. She had made her motion in the absence of a long-term plan for reconfiguration and because of the one-time expenses of closure. Now that the bond measure was being considered, she believed that a reconfiguration allowance was needed but did not believe the board should be referencing specific schools. She was convinced that the reconfiguration analysis would occur regardless of the bond and once a long-term vision was developed, it would allow better analysis of the options and costs. Mr. Lauch thanked Ms. Geller and pointed out the inclusion of a consolidation/reconfiguration allowance that he had not previously called to the board s attention. He said it could be reallocated to other projects if there was no need for expenditures under reconfiguration or future consolidations. In the absence of further questions and barring something dramatic and unexpected, Mr. Lauch said the superintendent was prepared to recommend approval of the resolution at the next meeting. COMMENTS AND COMMITTEE REPORTS BY INDIVIDUAL BOARD MEMBERS Mr. Smith called for comments and committee reports. Ms. Levis thanked the community for welcoming and conversing with the three superintendent candidates the previous evening. She complimented staff on the smoothness of the candidates visits and staff s efficiency in juggling hectic schedules and keeping things on track and on time. Ms. Gerot said she had been dubious about the candidate site visits the previous week because of the time and travel involved, but she had found them very useful in providing insights to help make a difficult decision. She especially commended Celia Feres-Johnson and Kay Mehas for coordinating the trip and accompanying the board members. Ms. Hays thanked everyone involved in the superintendent process but particularly the three board members who made the trip. She said the information they had gleaned was invaluable. Ms. Walston said she appreciated Ms. Geller s clarification of her earlier motion regarding Twin Oaks. She expressed appreciation for classified and clerical staff. She recognized Ms. Feres- Johnson for her support during the site visit trip. Ms. Walston thanked the students who had visited Salem. Minutes Board of Directors March 9,

8 Ms. Walston said that the Graduation Requirement Committee had met the day following the Salem visit and that those requirements would increase and high school students needed to become aware of them in order to be assured of graduating. Ms. Walston visited North Eugene International High School February 23 and observed the presentations of students Iris Anderson and Julie Slassen. Both were excellent and she said she had learned from each. She encouraged other board members to also make such visits. Ms. Geller said that her children were grateful that other board members had been willing to sacrifice their personal time to make the site visit trip. She also thanked those who made the trip and echoed earlier comments about the value of the information they obtained. Ms. Geller added to Ms. Walston s comments about the Graduation Requirement Committee meeting by saying that one of the key items discussed was planning for how to help students who do not meet the benchmarks of the increased requirements and are required to demonstrate competencies. Ms. Geller had attended the African American Parent Conference the past weekend. Mr. Torrey called out the importance of classified employees, describing them as caring adults who should be personally thanked for the positive contact they have with the community s children. Mr. Smith echoed his colleagues gratitude for classified staff. He observed that the site visit trip had shown the uniqueness of various education systems, commented that Louisville s sitebased decision making extended to the schools hiring their own principals ADJOURN Mr. Smith adjourned the meeting of the School District 4J School Board at 7:45 p.m. George Russell District Clerk Craig Smith Board Chair (Recorded by Mary Feldman) Attachments to Official Minutes 1. Resolution Approving Supplemental Budget #1 2. Personnel Items 3. Comprehensive Annual Financial Report Minutes Board of Directors March 9,