`0p B01/01 Jefferson County School District 509-J Metolius Elementary, 420 SW Butte Ave. Metolius, OR 97741 Board of Directors Meeting Minutes of: Monday, March 11, 2019 ATTENDANCE: Chair Courtney Snead, Laurie Danzuka, Vice-Chair Stan Sullivan, Jamie Hurd and Tom Norton; Staff: Superintendent Ken Parshall, Tessa Bailey and Martha Bewley, CFO ABSENT: None REGULAR SESSION: Chair Courtney Snead called the meeting to order at 7:00pm followed by the Pledge of Allegiance. 1) AGENDA ADOPTION: Laurie Danzuka amended the agenda * to add a new action item to the agenda as #9 to appoint two sub-committees (1) Legislative policy committee and (2) Promise scholarship grant committee - moving the agenda item meeting closure/adjournment to item #10 on the agenda. Vice-Chair Stan Sullivan moved to adopt the agenda as amended Approved 5/0. PRESENTATIONS / REPORTS Student Spotlight Honor Band & Honor Choir [Jared McFarlin] o Superintendent Ken Parshall introduced Jared McFarlin to introduce the students from the honor band and honor choir music program for the evening s student spotlight. Each student shared their experience and pride in participating in the Honor Band and/or Honor Choir program and participating with other students throughout the world in their competitions. Board members asked a few questions and expressed their appreciation for the work Mr. McFarlin has done with the music program; congratulated the students for their accomplishments and took group photo with the board and Superintendent. o Jared McFarlin shared briefly regarding the field trip request that is part of the action items for the evening. Budget Committee Update 1 Applicant (Casandra Moses) o Superintendent Ken Parshall informed the board that there is one candidate (Casandra Moses) who applied for the budget committee; she was invited to attend this evening but she was not present. Family Engagement Report Action Plan Topic o Superintendent Parshall shared (a handout) about the 2018-19 Jefferson County School District Action Plan Report Family Engagement. There was brief discussion regarding the difference between the district family engagement and the individual school s family engagement night. Superintendent Parshall used Jefferson County Middle JCSD 509-J Board Meeting Minutes March 11, 2019 Page 1 of 6
School s upcoming Family Engagement night as an example and explained it will take place next week. The board requested that he send that information to them. CORRESPONDENCE/COMMUNICATION Baker School District Letter February 21, 2019 o Superintendent Parshall shared a letter received from Baker School District expressing gratitude for how staff at Madras High School treating their wrestling team when they were having bus issues during the inclement weather when they were here for a tournament. o Our Board expressed their gratitude as well and would like our superintendent to acknowledge this from our board to the individuals noted. Update: Parcel 2 of Partition Plan No. 2019-01, recorded January 22, 2019 as Instrument No. 2019-00192, Jefferson County Oregon. AmeriTitle letter Status of Record Title (February 22, 2019) and a Resolution delegating authority to sign documents o Superintendent Parshall informed the board that we received communication from the Title company regarding the property noted above and there is an action item delegating himself and board chair to sign documents. HEARING OF CITIZENS / DELEGATIONS The 509-J Board of Directors reserves this time for citizens to share comments or concerns. Because time is limited, as a standard practice, as a courtesy to others and to maintain our meeting schedule, guests will be allotted three minutes to speak. If you have a group attending regarding the same topic, you will need to appoint one speaker. Each person wishing to speak will have signed in at the beginning of the meeting to be recognized there are no comments. ACTION ITEMS A. Consent Agenda Personnel Action Monthly Financial Report (January 2019 unaudited) Superintendent Parshall noted there has been one change to the Personnel Action report. Laurie Danzuka requested to pull the board minutes from February 11, 2019 for discussion. Vice-Chair Stan Sullivan motioned to approve the consent agenda with the updated personnel action and minus the minutes Approved 5/0. Laurie Danzuka requested an amendment to the Board Minutes of February 11, 2019 - to include Greeley Heights / Warm Springs on page 3 of 4, second paragraph from the bottom, regarding Resolution 19-21 to make it clear of the specific location of the transportation change in the minutes. Laurie Danzuka motioned to approve the minutes of February 11, 2019 with the requested change Approved 5/0. The following Resolutions were JCSD 509-J Board Meeting Minutes March 11, 2019 Page 2 of 6
B. Additional Personnel Action Renewals, Non-Renewals, Extensions & Non-Extensions of Contracts Jamie Hurd moved to approve Action Item B - Additional Personnel Action Renewals, Non- Renewals, Extensions & Non-Extensions of Contracts Approved 5/0. C. Resolution #19-22, Student Body Funds Tom Norton motioned to approve Resolution #19-22, Student Body Funds Approved 5/0 D. Resolution # 19-23, Madras Elementary Trail Blazer Foundation Jamie Hurd motioned to approve Action Item D - Resolution # 19-23, Madras Elementary Trail Blazer Foundation Approved 5/0. E. Resolution # 19-24, OSBA Promise Scholarship Program Chair Courtney Snead explained there are only two remaining requirements for the Board to successfully complete the Promise Scholarship Program for 2018-2019: 1. Self-evaluation of the Board 2. Evaluation of the Superintendent Vice- Chair Stan Sullivan motioned to approve Resolution # 19-24, OSBA Promise Scholarship Program Approved 5/0. F. Resolution 19-25, Madras Elementary ASF Donation Jamie Hurd moved to approve Action Item F - Resolution 19-25, Madras Elementary ASF Donation Approved 5/0. Tom Norton expressed the importance of supporting our local businesses in appreciation and acknowledgement of their continued support. G. Resolution 19-26, City of Madras MHS FFA Laurie Danzuka asked if this contribution is to offset those already attending or to get more to attend she is curious of how many are attending. Superintendent Parshall said he would look into it and provide that information for her. Laurie Danzuka moved to approve Resolution 19-26, City of Madras MHS FFA Approved 5/0. H. Resolution 19-27, Granting Signing Authority (Parcel 2 of Partition Plan No. 2019-01, recorded January 22, 2019 as Instrument No. 2019-00192, Jefferson County Oregon) Superintendent Parshall explained this is the resolution granting himself and the board chair signing authority to sign documents regarding Parcel 2 of Partition Plan No. 2019-01, recorded January 22, 2019 as Instrument No. 2019-00192, Jefferson County Oregon. Laurie Danzuka moved to approve Action Item H - Resolution 19-27, Granting Signing Authority to Superintendent Parshall and the Board Chair Approved 5/0. JCSD 509-J Board Meeting Minutes March 11, 2019 Page 3 of 6
I. MHS Band Field Trip Request (WorldStrides Heritage Festival) Superintendent Parshall explained this field trip request that Mr. McFarlin explained earlier in the meeting has been approved by the MHS principal and superintendent but requires board approval by policy. Tom Norton moved to approve MHS Band Field Trip Request (WorldStrides Heritage Festival) Approved 5/0. J. JCSD 509-J District Attendance Handbook Superintendent Parshall explained the work that has been taking place as part of the chronic absenteeism grant and the attempt to get systems in place to be more cohesive in kind communication with our families. Brief discussion took place regarding the document. Laurie Danzuka expressed that she is glad to see the communication improving and evidenced in a document like this rather than the outcome of punishment. Stan Sullivan moved to approve the JCSD 509-J District Attendance Handbook Approved 5/0. K. Appoint Budget Committee Member Superintendent Parshall explained there is one applicant for the budget committee member and the board can appoint the applicant, appoint others or take no action. Discussion took place regarding this some expressed that if someone took the initiative to apply they should be appointed; another sharing reservations due to not knowing or meeting the person. Stan Sullivan moved to elect Casandra Moses as the Budget Committee Member - (Approved by: Courtney Snead, Stan Sullivan, Laurie Danzuka and Tom Norton. Opposed by: Jamie Hurd) - Approved 4/1. L. JCSD 509-J Make Up Days Due to Weather Superintendent Parshall explained the proposal to add four of the seven days back to the 2018-2019 calendar due to school days that were missed due to the snow. Recommendation: the final days for students June 11 th and final day for teachers June 14 th. Discussion took place about the recommendation and how our superintendent will ensure that the students will be receiving quality education during the extended time. Tom Norton moved to approve the 2018-2019 JCSD 509-J Make Up Days Due to Weather as recommended Approved 5/0. REMINDERS Saturday, March 16, 2019 OR Joint Ways & Means Committee Meeting https://expo.deschutes.org/expo/page/or-joint-ways-means-committee-meeting Tuesday, March 19, 2019 Board, School Visits JCSD 509-J Board Meeting Minutes March 11, 2019 Page 4 of 6
Thursday, March 21, 2019 last day for district candidates to file declaration or petition for May election. Wednesday, April 3, 2019 @4:00pm - Next Board Leadership (Courtney & Laurie) Monday, April 8, 2019 @5:30pm - Next Board Work Session Budget 101 Monday, April 8, 2019 @7:00pm - Next Board Meeting Monday, April 22, 2019 @5:30pm 1 st Budget Committee Meeting Monday, April 22, 2019 @7:00pm Board Meeting BOARD & SUPERINTENDENT HIGHLIGHTS Staff responsible for snow removal kudos, great job. Idea for recognition of staff make the final day of school and first day of school Staff Appreciation days from the board [Jamie Hurd is willing to take the lead on this]. Appreciate the maintenance team. Community meetings were a great success. Nice to see people of the community can support and help the district. OSBA Legislative session & Town Hall policy committee meeting Courtney Snead shared about numerous meetings she has participated in within the community and State in support of youth and revenue reform. Youth sports how important they are and what a difference they make in our community. * ADDED ACTION ITEM: To appoint two sub-committees (1) Legislative policy committee and (2) Grant scholarship committee. Board Chair Courtney Snead explained the need to appoint the two sub-committees and the board members willing to be involved are: herself; Laurie Danzuka and Jamie Hurd. Vice-Chair Stan Sullivan moved to appoint two sub-committees (1) Legislative Policy Committee and (2) Promise Scholarship Grant Committee. He nominated Courtney Snead and Jamie Hurd to the legislative policy committee and for the grant scholarship committee he nominated Jamie Hurd and Laurie Danzuka Approved 5/0. MEETING CLOSURE/ADJOURNED: Board chair adjourned the meeting at 8:29pm. Tessa Bailey, Executive Assistant Draft to Board for approval at next meeting. Monday, April 8, 2019 Courtney Snead, Board Chair Ken Parshall, Superintendent Date Date JCSD 509-J Board Meeting Minutes March 11, 2019 Page 5 of 6
Photos of the Evening: Superintendent Ken Parshall; Kristen Miles (OSBA); Vice-Chair Stan Sullivan; Laurie Danzuka and Courtney Snead accepting $2,500 from the Promise Scholarship Program JCSD 509-J Board and the MHS Honor Band and Honor Choir Students with Instructor Jared McFarlin JCSD 509-J Board Meeting Minutes March 11, 2019 Page 6 of 6