Capital Region Educational Service District 113 Board of Directors Meeting Minutes April 12, I. Routine Items

Transcription

1 Capital Region Educational Service District 113 Board of Directors Meeting Minutes April 12, 2017 Board Members Present: Executive Team Present: Guests Present: Allen Jones Dana Anderson Ocosta: Harry Carthum Cal Brodie Paula Akerlund Diana Goldy Matthew Solomon Dave Dooley Don Rash Jodi Petrovich Heather Sweet Rex Comstock Kristen Jaudon Brian Hunter Al Cohen Andrew Eyres Duane Pegg Rick Anthony Mike Hickman North Beach: Absent: Staff Present: Deborah Holcomb Marsha Mills Hoquaim: Mike Parker I. Routine Items Raymond: Steve Holland 1. Call to Order/Flag Salute A quorum having been established, Chair Jones called the regular meeting of the ESD 113 Board of Directors to order at 12:00 p.m. at the Ocosta Elementary School in Westport, WA. 2. Audience Participation Audience included superintendents from Grays Harbor/Pacific Counties who participated in the school district discussion (see Reports to Board 1): Paula Akerlund, Deborah Holcomb, Mike Parker and Steve Holland. Other Ocosta leadership team members (listed under guests section above) were also present. 3. Adoption of Agenda Superintendent Anderson requested to amend the agenda: Action Item 4c: Approval of Regional Committee Appointments Action Item 4d: Board Authority-ECEAP Expansion Change to Informational Items 3.c.2: Michele Wadeikis/Director-Teacher Recruitment Contract/Not to Exceed $62,000. Director Carthum moved and Director Anthony seconded a motion to adopt the amended Agenda. Motion carried unanimously. 4. Special Recognition On behalf of the board, Superintendent Anderson recognized Dr. Paula Akerlund for her instrumental leadership in the building of the nation s first tsunami proof evacuation refuge at the Ocosta Elementary School. 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. 1

2 a. Approval of the Minutes The March 8, 2017 board meeting minutes as presented. (pp. 6-12) b. April Vouchers and March Payroll i. General Fund Vouchers General Fund Voucher Numbers to ; to ; to ; to totaling $3,437, ii. Health Reimbursement Vouchers Health Reimbursement Voucher Numbers to totaling $2, iii. Worker s Compensation Insurance Fund Vouchers Workers' Compensation Insurance Fund Voucher Numbers to ; to totaling $714, c. Staffing Information The April 2017 staffing report as presented in the board packet. (pp.13-14) d. Non-Continuing Contracts for Retired Certificated Staff According to ESD Procedure 5105-P, the Board of Directors annually approves retire/rehires for another year of employment. This process for classified retire/rehire staff will occur at the June 2017 Board meeting. The Board was asked to approve a one-year, non-continuing contract for the year for the following certificated retire/rehires contingent upon finalizing student enrollment numbers: Carolyn Borovec, LCSEC Speech Language Pathologist Jerry Hensley, GRAVITY Instructor Ed Liedtke, GRAVITY Instructor Richard Lindstrom, GRAVITY Instructor Alan Spaulding, GRAVITY Instructor Clarence Russ Surridge, GRAVITY Instructor James Swan, GRAVITY Instructor e. GRAVITY Contracts Below is a list of GRAVITY certificated contracts the Board was asked to approve for the year contingent upon finalizing student enrollment numbers: Kalee Alexandria, Instructor Christina Claridy, Instructor Gerald Grubbs, Principal Paul Owens, Instructor Paula Stansell, Instructor f. Lewis County Special Education Cooperative (LCSEC) Contracts for Below is a list of LCSEC certificated contracts the Board was asked to approve for the year: Stephanie Bremgartner, Speech Language Pathologist Gene Cilento, Occupational Therapist Cyndi Cooley, Occupational Therapist Homero Flores, School Psychologist Marina Flores, Speech Language Pathologist Omar Flores, School Psychologist 2

3 Nathan Garrett, School Psychologist James Grossmann, Speech Language Pathologist Joanne Harkcom Marty, Speech Language Pathologist Aria Hutchens, School Psychologist Regina Peck, School Psychologist Kari Rashoff, Speech Language Pathologist Rebecca Rhodes, School Psychologist Brenda Smith, Occupational Therapist It was moved by Director Cohen and seconded by Director Comstock to approve the Consent Agenda as presented. Motion carried unanimously. II. Reports to the Board 1. Pacific/Grays Harbor Co. School Districts Panel An open forum of the superintendents and staff listed (as previously noted) was held. They commented on ESD services/support they valued (i.e. business manager academy, co-ops, etc.) and provided constructive feedback. Because distance can often times pose a challenge, all conceded it would be very beneficial to have more regional, centralized services in the Harbor area, Saturday training events, coordination of like meetings/trainings sequentially in the day for administrators, and skills development workshops. The guests were thanked for their feedback. 2. Communication Services Kristen Jaudon, Communication/Public Engagement Director Kristen provided an overview of communication services since her arrival eleven months ago. She addressed: Why we need good communication. What communication services are. What are ESD 113 s communication opportunities and what has been done so far. What ESD s communication services could look like in 5 years. Communications services include: Creation and implementation of communication plans Creative services Social media planning, management and training Presentation development and preparation Media relations There was a change in the order of the Agenda due to Jennifer Helseth s schedule. Informational Item 3b. 1. Health and Safety Training Jennifer Helseth Jennifer virtually provided a mandatory Head Start/ECEAP Board of Directors training on Health and Safety. She focused on: What is compliance 3

4 Health Team org chart, various screening equipment How Head Start/ECEAP addresses compliance How Head Start/ECEAP goes above and beyond meeting compliance Jennifer was thanked for her informative presentation A ten minute break was taken at 2:05. The meeting resumed at 2: 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: Head Start/ECEAP current enrollment for February was 905 cumulative out of 801 slots. 45-day screenings remain solid; completion in the high 90 percentile. Policy Council met March 9. The following action was taken: o Selected their representatives to the program s Community Needs Assessment C ommittee which will meet in March and the the Long term and Shortterm Goals and Objectives (Strategic Planning) Committee which will meet in April. o Approved the following four Policies and Procedures. These items were presented for board approval in the Action Item portion of the Agenda: 146 P Policy Council Reimbursement Policy 136 P Shared Decision Making Procedures Policy 118 P Internal Dispute Resolution/Impasse Policy 254 Criminal History Background Clearance Requirements The possibility of a joint Board of Directors and Policy Council meeting was mentioned during the self-assessment training held with Chair Jones and Director Goldy. Office of the Head Start communication was included in the board packet: o Receipt of a letter from the Office of Head Start denying the program s request to provide Early Head Start services. o Received Notice of Award granting the balance of funds for The financial report for the FY 16 Head Start grant is based on the full grant award of $5,761,217 for the time period of November 1, 2015-October 31, There were no expenses to report for the month of February for our Head Start grant year 16. Final grant costs will be reported at the May meeting. The financial report for the FY 17 Head Start grant is based on the grant award of $6,005, which represents 85% of the total grant for the time period of November 1, 2016-October 31, A total of $450, was expended in February, leaving a balance of $4,253, Program Information Report (PIR) data for was summarized. The government requested data for enrollment and eligibility, classroom staff education and turnover rate, family demographics and languages spoken, outside services for families, and children s BMI (weight) screenings. Matthew will seek clarification on the Make-up of Families and Parental Employment charts as the percentages did not add up. ECEAP/HS would like to pursue an ECEAP Expansion Application (of additional services in Thurston, Mason and Grays Harbor Counties) for the Program Year. The request for Board authority to submit the application was made in the Action Item portion of the Agenda. Matthew was thanked for his report. 4

5 4. Finance Report Cal Brodie, Chief Financial Officer The February 28, 2016 finance report had been included in the board packet. (pp ). The monthly report is pretty typical; there is nothing exceptional to note. The General Fund has completed 6 months of FY and is 3.06% under budget assuming a linear average expenditure pattern each month. The percent of budget expended is 46.94% if outstanding encumbrances (purchase orders) are not considered. Monthly expenses and revenues are consistent with budget and variations. February s total ending General Fund Balance was $4,913,052. Cal was thanked for his report. III. Informational Items 1. Budget Assumptions Cal shared preliminary budget information developed for He distributed a document that summarized the details of the budget and how it aligns to our Mission and Goals. Cal reviewed the differences between school district and ESD budgeting, budget parameters, budget areas structure (core services, internal services and other program codes), budget uncertainties, indirect rates and how they are calculated, budget development assumptions, square footage fees, compensation adjustments, a planned 5% increase in employee costs, and ESD bond costs. He reviewed agency-wide costs, statewide analysis of salaries by assignment, preliminary projections for salary and benefit analysis, summary of fund balances and the core budget projections. The budget supports high quality support to all of our programs, investing a portion in districtwide supports, continuing outreach and expanding communication services, and prudent investments in our bond sinking fund in an effort to reduce future program costs. An indirect cost information Q&A info sheet was also given to the board. Cal was thanked for his report. 2. Contracts Exceeding the $50,000 Threshold Great Rivers BHO Medicaid-Amendment 1 The Great Rivers BHO Amendment added 3 additional Student Assistance Professionals to the Grays Harbor County region. The amendment is an additional $91, This amendment will provide additional Medicaid Substance Use Disorder Outpatient Treatment services in Grays Harbor County. The original contract was for $400,793.42; the amended total is $492, Michele Wadeikis/Director-Teacher Recruitment Contract ESD 113 holds a relatively small contract from OSPI ($150,000) to manage a regional initiative to improve teacher recruitment during a time of significant teacher applicant shortages. Funds were provided by Legislative action for a pilot effort, and the AESD determined a focus on the ESD 171, 105 and 123 regions made sense. ESD 105 posted, screened and selected an 5

6 individual, Michele Wadeikis, to fill the role of director of recruitment for this pilot project. The funds provided by OSPI cover this contract. Amount: $62,000 (includes salary, benefits and travel) Terms: November 1, 2016 to June 30, Strategic Plan Dana Anderson Superintendent Anderson provided an overview of the draft elements of our strategic plan. The same goal areas have been maintained; we are working on new vision statements, revised goal measures, and new strategies. Influence Change Goal Summary Vision: Capital Region ESD 113 is a leading advocate in the development and promotion of equal access and equitable practices in our state and region for children, youth and families. Goal: To increase the perception and influence of the Capital Region ESD 113 as a supporter of equity both within the region and across the state as measured by a survey/perception instrument to be determined. Grow Our People Goal Summary Vision: The employees of Capital Region ESD 113 will have the ability to meet the diverse needs of each community, district, school, and classroom across the region. Goal: The ESD promotes an environment that enhances the continuous development of all employees as measured by the semi-annual employee satisfaction survey and Leader U evaluation feedback. Close the Gap Goal Summary Vision: Each person 21 and under has equitable access to opportunities and supports necessary to be successful in their next transition. Goal: Increase equity in education and health outcomes for individuals21 and under as measured by: o 20% reduction in disparity (by 2022) across multiple measures for children and youth who receive direct services from CRESD 113, and o 20% increase in equity/inclusion/social justice focused services provided to schools and their communities within the CRESD 113 region (by 2022). The Board was asked for thoughts and feedback. Chair Jones commented that equity albeit important, has taken center-stage here and that helping districts to be successful is our mission. Influence change can cover more than equity. Perhaps another element around operational services and district supports should be added to our strategic plan. Further discussion will take place at May s Board work session. IV. Action Items 1. Surplus Items Cal Brodie A list of requested items to surplus was included in the board packet. (pp. 58) These objects are no longer needed for ESD 113 operations and do not meet the ESD's technical needs. Director Goldy moved and Director Anthony seconded a motion to declare the presented list of items as surplus. Motion carried. 6

7 2. Head Start/ECEAP Policies and Procedures- Matthew Solomon Matthew had addressed the changes made to these four policies and procedures during his Head Start report: 146-P Policy Council Reimbursement Policy, 136-P Shared Decision Making Procedures Policy, 118-P Internal Dispute Resolution/Impasse Policy, and 254 Criminal History Background Clearance Requirements. Clean copies of each were included in the board packet. Director Carthum moved and Director Comstock seconded a motion to approve revised policies 146-P Policy Council Reimbursement Policy, 136-P Shared Decision Making Procedures Policy, 118-P Internal Dispute Resolution/Impasse Policy, and Procedure 254 Criminal History Background Clearance Requirements as presented. Motion carried. 3. Regional Committee on School District Organization - Appointments/Reappointments Per RCW 28A.315, redistricting is the primary function of the Regional Committee. There may be a need to engage this group as part of the bond repayment planning by the non-high districts. Cal apprised the board of a potential candidate, Laura St. George, for the Regional Committee s director district #3 vacancy. He reviewed the roster of candidates for reappointment: Chuck Tenpas District 1, David Steele- District 5, and Richard Arthur District 7. Director Comstock moved and Director Anthony seconded a motion to approve the candidates for board appointment and reappointment to the Regional Committee on School District Organization as presented. Motion carried. 4. Board Authority-ECEAP Expansion The ECEAP Expansion Application had been presented during Matthew Solomon s Early Learning report. Matthew requested board authority to apply. Director Carthum moved and Director Cohen seconded a motion to apply for the ECEAP expansion in Thurston, Mason, and Grays Harbor counties. Motion carried. V. Board Report 1. AESD Report Rick Anthony AESD Executive Board meets April 20. Rick will provide a full report at the May 10 Board of Directors meeting. 2. Legislative Report Don Rash Director Rash briefed the board on legislative issues around this session. Highlights of his report are as follows: Reached bill cut-off deadlines. Little progress made toward finding budget, funding sources compromises or a McCleary solution during regular session. Nothing yet to report on the decoupling of statewide assessments from graduation. Nothing to report on the outcome of Educator certification/elimination of Pro-Teach. The ESD s Educational Funding Position Paper demonstrates unity as there is strength in numbers. Senator John Braun is meeting with superintendents in District 20. 7

8 VI. For the Good of the Order Director Cohen commented that the ESD s Regional Art Show was well attended and viewed as a success. Director Carthum extended his appreciation to Dr. Dooley, Ocosta Elementary principal, for hosting the ESD s Board meeting. VII. Superintendent Report 1. Protocols Due to time constraints, discussion of this item was deferred to May s Board meeting. 2. School Board Visitation Schedule Executive leadership has divvied up the school board visitation schedule. Briefings with each school district are being scheduled April through August. Kristen is preparing key talking points. 3. Audit Exit Interview/Results It was a clean audit. There were no instances of noncompliance. 4. May 10 Work Session Prep Board members were asked to send their feedback to either Chair Jones or Superintendent Anderson. VII. Adjourn There being no further business to come before the board, Chair Jones adjourned the meeting at 4:35 p.m. The next Regular Board Meeting takes place May 10, 2017 at noon preceded by a Work Session at 9:00 a.m. Respectfully submitted, Marsha Mills Recording Secretary Allen Jones, Chair Dana Anderson, Superintendent Date Date 8