LAKEWOOD SCHOOL DISTRICT REGULAR BOARD MEETING June 15, 2016 OFFICIAL BOARD MINUTES 1. CALL TO ORDER At 6:00 p.m. Board President Larry Bean called to order the June 15, 2016 Board Meeting held in the Board Room at English Crossing Elementary School (Room #209). The meeting opened with the flag salute led by President Bean. Board Members Present: Larry Bean Oscar Escalante Greg Jensen Jahna Smith Sandy Gotts Student Representatives Excused: Autumn Jensen District Administration Present: Dr. Michael Mack, Superintendent Melissa VanZanten, Director of Teaching and Learning Dale Leach, Director of Learning Support & Facilities Supervisor Daniel Lee, Director of HR & Administrative Services David Cram, Director of Finance 2. RECOGNITION OF GUESTS/CHANGES TO AGENDA a) Recognition of Guests and Request to be Heard b) Board Additions, Deletions, and/or Changes 3. MINUTES a) Approval of Regular Board Meeting Minutes 6/1/16 Director Smith moved for approval of the Regular Board Meeting minutes from June 1, 2016. Director Jensen seconded the motion that passed with a 5-0 vote. 4. CONSENT AGENDA Director Gotts motioned for approval of the Consent Agenda, which consisted of: Staff Status; Checks audited and certified by the auditing office required by RCW 42.23.080, and those expense reimbursement claims certified by RCW 42.24.080, have been recorded and the listing made available to the Board. Those checks for signature and approval include #93352-93460 totaling $3,678,058.97 in the following amounts: General Fund $102,963.86 Capital Fund $3,541,137.98 ASB Fund $33,957.13 Payroll for May 2016 in the amount of $627,818.31, including warrant numbers 93170-93236. The motion was seconded by Director Jensen and passed with a 5-0 vote.
Page Two 5. COMMUNICATION AND CORRESPONDENCE 6. ADMINISTRATION REPORTS a) Director of HR & Administrative Services Director Lee shared that the district has all certificated and coaching position applications online and that classified openings will be online this fall. He also shared that he felt this has helped the district with the recent hiring of a school psychologist and counselor, and has increased the applicant pool for our COTA position. He thanked Valori Smith, HR Officer, for getting this process up and running. He reported that the district s new Transportation Supervisor, Sheri Sandquist, started work on Monday. Director Lee reported on the work that the two committees he facilitates, the Memorial Committee and the Start/Stop Committee, has done. He stated that the Memorial Committee has a proposed location for all memorials to be placed and that research is currently being done on the feasibility. The Start/Stop Committee has selected two top options and will meet after school starts in the fall to discuss the community input phase. Director Lee also gave an update on bargaining for both PSE-OP and LEA. He further reported on training that took place for the district Leadership Team members on HIB. He updated the Board on the district s homeless population as well as recent changes in the law regarding long term suspensions/expulsions. A discussion took place. b) Director of Learning Support Services Mr. Leach shared that he recently attended a DECA Field Trip to the Mariners in which students were able to find out information regarding broadcasting and social media occupations. He also announced that Michael Schloe recently won the FBLA State Championship for Computer Problem Solving. Mr. Leach gave an update on Facilities noting that the first draft of the Capital Facilities Plan has been submitted to Snohomish County. He also shared that the district is switching their phone system from WAVE to Frontier because of the long distance service. He noted that the district s water will be tested for lead within the next few days and that the results will be available within two weeks. Mr. Leach reported that the Facilities Department is completing all the school year work orders and recently assisted with the LHS Groundbreaking Ceremony set up. He also stated that the facilities crew is working on the logistics for the LHS Graduation being held at the Tulalip Amphitheater. Mr. Leach also shared that he recently attended part two of the Emergency Management Training sponsored by the ESD. Mr. Leach gave an update on the Special Education Department, sharing that training on restraint and isolation has been provided to all staff. He reported that plans are in place to offer an Extended School Year (ESY) for qualifying special education students starting the end of June. Mr. Leach shared that meetings have been held with key people regarding the direction of the district s Special Education Department.
Page Three c) Director of Teaching and Learning Mrs. VanZanten gave an update on the district s technology activity for the year, including the following: successful partnership with Blackpoint IT, Point-to-Point network system working well, replaced old servers, moving to Microsoft 365, new computers for all certificated staff, and implementing a 4-year rotation cycle. She also shared the plans for the summer regarding technology. Mrs. VanZanten reported that the model used for the district s Highly Capable Program was very successful and will be continued for 2016-17. She shared that a total of 35 K-8 students were tested for the program using the CogAT test. She noted of that figure, 17 students qualified according to the state guidelines (2.3%). Mrs. VanZanten stated that the Smarter Balance testing went much better this year than last year. She indicated that the scores will be finalized in July. She also shared that Chromebooks are being proposed to be used for assessment only. She also shared information regarding the summer school options being offered including Summer Reading Camp for K-4 LAP and Title students, Summer Library for all K-5 students, and a free Apex credit retrieval program available for secondary students. Mrs. VanZanten also gave an overview of accomplishments this school year in Teaching and Learning. d) Financial Report Mr. Cram presented the financial report, sharing that enrollment for June was 91.56 FTE above our budgeted FTE. He reported that he is currently working on the F203 and noted that he will be holding the 2016-17 budget hearing at the July 20 th Board meeting as part of his presentation. He also noted that he would be using March enrollment figures for budget projections. Mr. Cram informed the Board that the fund balance was at 18.8% as tax collection was higher than anticipated. He also shared that he does not foresee the need for a budget extension. e) Superintendent Report Dr. Mack shared that he is currently researching having an individual videotape the high school construction project via an overhead drone. He also informed the Board that he and Coach Teeter were scheduled to visit a Cork field in northern California on June 28 th and asked if any Board member would like to join them for this one day trip. Dr. Mack reported that the district is moving forward in securing a School Resource Officer and that Director Lee is currently working with Snohomish County Sheriff s Office on this endeavor. A discussion took place. Dr. Mack shared an article from the Everett Herald highlighting the cedar graduation caps worn by graduates from the Tulalip Tribes. He also shared that two Lakewood graduates, Jordan Jira and Katerina Hegnes, were named the Tulalips Senior Boy and Girl of the Year.
Page Four 7. BOARD REPORTS/AGENDA REQUESTS a) Board Event Calendar 2015-16 The Board Event Calendar was reviewed and discussed and Dr. Mack shared that although there is a Board Study Session scheduled for June 29 th, the 5 th Wednesday of the month, it may not be necessary to hold the meeting. It was decided that further communication would take place regarding the need for the study session. 8. UNFINISHED BUSINESS a) LHS Construction Update Stephen Black Architect Stephen Black shared a PowerPoint presentation with the Board providing them with updated progress on the LHS construction project. His presentations included the current status of the main building, the track and field, and the west parking areas. It also included information on what to expect in the coming weeks. He provided slides showing photos of the actual construction and comparing it to graphics from the original plans, showing the progress clearly. A discussion followed Mr. Black s presentation. 9. NEW BUSINESS a) Election of WSSDA Legislative Representative Dr. Mack shared that per Board policy #1220 a Legislative Representative serves as the Board s liaison with the Washington State School Directors Association Legislative Assembly and shall be elected in the month of June during even number years. Dr. Mack further shared that Director Gotts is currently serving in this capacity and a nomination will need to be made, followed by a roll call vote for this open position. Director Jensen nominated Director Smith to serve as the WSSDA Legislative Representative. Director Smith accepted the nomination. A roll call vote was taken by President Bean, with all five Board Members voting in favor. b) 2016-18 Student Advisor to the Board Dr. Mack informed the Board that an interview team consisting of himself, along with Director Smith, Director Jensen, LHS Principal Mike Curl, and current Student Advisor Autumn Jensen interviewed four candidates for the open Student Advisor (junior) position. They are recommending Tom Roe for the position. Director Smith made a motion to appoint LHS junior Tom Roe to the open Student Advisor to the Board position. Director Gotts seconded the motion, which passed 5-0. c) 2016-17 Fee Schedule Mr. Cram shared with the Board the proposed 2016-17 Fee Schedule noting that the only change to the schedule is the elimination of a middle school art fee. He said the fee would be absorbed by the building budget.
Page Five Director Gotts made a motion to approve the 2016-17 Fee Schedule, with Director Jensen seconding the motion. The motion passed with a 5-0 vote. d) Additional Services From McGranahan Architects Mr. Cram informed the Board that the following additional services to be performed by McGranahan Architects are part of the LHS Construction project and total $93,587.00: Contract amendment for adding steeple chase event. Cost $5,069.00 Contract amendment for owner requested door revisions. Cost $14,908.00 Contract amendment for owner requested storage/restroom building at tennis courts. Cost $37,304.00 Contract amendment for water main revisions. Cost $17,250.00 Water quality system substitution. Cost $19,056.00 Director Jensen made a motion to approve the additional services from McGranahan Architects totaling $93,587.00. Vice President Escalante seconded the motion that passed with a 5-0 vote. e) State Transitional Bilingual Instruction Program 2016-17 Grant Application Approval Mrs. VanZanten shared that approval via formal action by the Board is required for the district s annual TBIP application each year. A record of this approval must be maintained. She further explained what needs to be included in the district s application. Director Smith made a motion to approve the district s State Transitional Bilingual Instruction Program 2016-17 Grant Application and Director Gotts seconded the motion. The motion passed with a 5-0 vote. 10. POLICY REVIEW a) Board Policy #6106 Allowable Costs for Federal Programs Mr. Cram shared that this policy is a new policy recommended by WSSDA as an essential policy. The new policy makes clear what allowable costs are for federal grants, and what our obligations are when administering these grants. He also stated that if this policy is not adopted we will have an audit exception next year as the igrants application no longer includes an assurance page, but rather this policy takes its place. Mr. Cram shared that this was first reading. b) Board Policy #3141 Nonresident Students Mr. Lee stated the district was updating their Nonresident Students policy per WSSDA recommendation to reflect recent changes in the state law that requires all districts have a policy in place to ensure fair and equitable standards for acceptance and rejection of nonresident students. He shared that previously districts were allowed to insert a maximum number of nonresident students that they would accept each year. This option has been struck in favor of whether acceptance of a nonresident student would result in the district experiencing significant financial hardship. Also struck from the former policy was student attendance being used as a standard for determining acceptance. Mr. Lee also
Page Six stated that the policy also includes updating a section on enrollment of nonresident children of full-time employees. He noted this was a first reading. 11. PUBLIC DISCUSSION 12. EXECUTIVE SESSION See Adjournment Section 13. ADJOURNMENT a) President Bean thanked everyone for coming to the meeting. He announced that the next regular Board meeting is scheduled for July 20, 2016 at 6:00 p.m. in the Board Room at ECE (Room #209). b) Other Meetings c) Close of Meeting President Bean recessed the regular meeting into Executive Session at 7:50 p.m. for the purpose of reviewing the performance of the Superintendent. He stated that it was estimated the Executive Session would be no longer than 30 minutes in length. Board President Bean reconvened the regular meeting at 8:25 p.m. and immediately adjourned it. President of the Board Date Secretary of the Board Date