December-2-2019-Regular-Board-Meeting-Segment-4 [00:00:00] All right? We will call this a board meeting back to order and proceed with our next agenda item, which is Dr. Hughes. And, um, our budget committee appointments, um, the budget committee make up by paying member by member from the board director and five member from community citizen. So on a committee, community citizen side, we have three vacancy of four, petition number two, three and five over the last three, which I put the vacancy position on. Um, um, what's Lynn? And listen view local newspaper for advertising and we receive by very tall application. We invited him here today. Do you have a few work sharing with you about their experience, their background, and [00:01:00] why they entrenched in a soap in school district? Um, how one member now, uh, he'll see what we have. Lindsay here. Um, so if you would like to have a conversation or some shock interview with Lindsey, uh, she here and available people, you assign them to the petition. Yes. Yeah. So we have our application here for the shock communication with Lindsey, would you come up and just introduce yourself and then Emily, you'll be up next. Absolutely. My name is Lindsay conoci and I live locally here in West Linn. Two of my boys attend Stafford, one is in kindergarten and has attended since preK and the other one's in second grade. Um, you know, my [00:02:00] mentor challenged me to get involved in my community and I really wanted to find an authentic way to connect with my community. And in high school I was an honorary school board member and. It was a really positive experience for me, and I was able to really kind of bridge a gap for myself with my public school education. And that's really inspired me, um, moving forward to try to find a way to connect. Um, but since kind of leaving that space, I've. I've been working and contributing to my family, and I'm a realtor mostly here in West Linn and like Oswego, and every day I speak to people who want to move and join our community. And one of the number one reasons that they cite are our lovely schools. And not only how. The level of excellence in our schools, but wanting to connect with our community. [00:03:00] And so I thought that kind of, when I saw it was very happenstance on Friday, I saw that on a newsletter, that there was a vacancy. I wanted to volunteer and give up my time and expertise. I've worked in commercial real estate. I worked in tenant relations and property management at the coin center here in Portland. So that's my kind of my, most of my budgeting or financial background is in commercial real estate. And then now as a business owner, definitely there's a financial component to that as well. So if there's any questions, I'd be happy to answer them. But mostly I want to emphasize, I'd just like to be a part of our community. Yeah. And let's see. I did notice it had, if I, if I have this right, that you applied for position one. Which was a one year term. Are you only open to that position or would you be open to, yes, I'm here. I would be open to any position. I didn't know. I actually [00:04:00] reminds me of something. Are you able to serve subsequent subsequent terms or is it just a one time? Well, and now and in fact, and I should share just the one year term, we are trying to, um, be in better compliance with state law and rotating our. Positions in and out more evenly versus having half of our committee of our citizen committee leave and, and every so many years. So, um, we created this one year term with the hope that if you are appointed to the one year term that then you would please reapply a year from now, um, to continue on in that role. So. I would be open to a longer term, or I would hope that it'd be so positive that I would reapply. Okay. Excellent. Thank you. Thank you so much. I like to come up and share about yourself again. I promise to make it more relevant [00:05:00] to this position at that point. So, as I said earlier, my name is Emily Teixeira and I am a parent here in the story. Uh, my oldest is in kindergarten, so. I clearly have a vested interest in the longterm of our school district. Um, I think I have a very unique background, uh, with respect to public service as well as budgeting. Um, I served, uh, as a intelligence officer for six years, um, with department of defense and then specifically directly with the department of army, um, to this United States combat and command for European command. Um, and part of my role there. Um, was to oversee some of our spending. So not only do I have some nonprofit experience with smaller dollar amounts, but I do have experience with multimillion dollar accounts. Of funding and say what you will about defense spending. But we do have a very, um, specific system and I think that the experience I have from that in learning the [00:06:00] process of circling back and addressing our successes and our failures and to reprioritize based on those things, um, in how we will spend money would be very beneficial. Even here for our school district. I think any public. Um, position, that would be helpful. But, um, as my kids are getting older, I'm looking for ways that I can be more active in our community now that I'm not hopefully 24 hours on top on call with my kids. Um, and as they keep growing up, I will look forward to other opportunities to volunteer. Thank you. Cue. And then it was Hugh, she who was . Yeah, just at our breaks, we must have outlasted her, but I just wanted to acknowledge that we did have another applicant who bared with us as long as they could. Um, so as far as, um, from a process perspective, um, these committee [00:07:00] positions are by appointment, and so our school board, um. It's very fortunate to have, uh, more than one applicant for this committee. Um, and, um, very well qualified applicants. There are five applicants for three positions, um, which puts us in the tough position of. Uh, not being able to appoint everyone. I'm very happy though to hear that. Hopefully your interest, um, should you not be appointed, um, could potentially we could utilize you in another form and function in this district. There's always room, um, for our community members to participate. And we now have your names, addresses, and phone numbers, so you may be hearing more from us. Um, so from a process standpoint, I believe when we did this. Hi, last time for our long range planning committee. Um, we had our board members [00:08:00] each, um, nominate. And that instance, I think it was two people, but here we have three positions. So our board members would just nominate, uh, down the line, three members. I can kind of keep track. And then, um, once we kind of get a feel for what our board members are thinking, then we can, um. Make a motion to start appointing and have discussion. Yeah. I asked questions about our, our ongoing members, so I can, uh, find out like, uh, which cities and what level schools they might well present. Do we have anyone here who has that information? I might know that information. Okay. So just remind me, Craig Nelson and curse. I know we just elected them. So I mean, I mean, we just appointed them so, but I can't recall. Could you remind me if we notice now we're trying to live in a view area, [00:09:00] and Kristen live in, I believe in West Linn. They both have children attend our school district. We acquired them last year, four to eight home. Okay. All right. Okay, that's helpful. Thank you. Can I ask the question? Dr. Hughes? Yes. Dr. Hughes. Were the, um, all of applicants, or were they told about tonight that they should be here? That they invited? Why do you mean? Do you know why some comment or something were the two that weren't here, were they unavailable or did they not know we were meeting tonight? You know, anything about that. This is not glass then that, you know, invalidation Dubai up them and it's the optional, if not requirement. . When did they get that email? Or when did the email go out? Cause I just know we had the holiday and uh, you know, went out before the holiday. Did it. Okay. Just the question about the process. So what you're recommending is that we would nominate three [00:10:00] individuals. So you'll go down the line and we'll each just say three names that we think should be appointed to the three positions. There was one applicant who was here for the first part of the meeting who, uh. Checked just one position on her application. Do we assume that she's willing, or maybe if she is one of the people who get nominated, we just automatically default her to that position perhaps. Okay. Yes and well, in position two and three are the same. I mean, outside of the number being different, the time is different. So I kind of feel some discretion and latitude in that respect, I think would be acceptable. Okay. And then there is the one then too as well, is that Shelly Cami? Kala had just checked position one, which was the the one year term. Yeah. I think Bosch Shelly, her husband Jean you to serve on the budget committee here for us for the last several and told him so he's and I [00:11:00] think she kept wanting to pick up that portion of that. She would stay on that one. She's not flexible. That's the one she's going to believe that is the one. Yeah, the one that's probably not as flexible. That would appreciate just the one near term. It serves them well. All right. Just, we'll try it again. Yes. Let's, I'm Dylan, are you willing? Can I just ask one more clarifying? So really, regardless of which one they put down, cause I noticed some people put down all three positions and some just one. Are we really paying attention to that or are we really just nominating three at time? This point, we're just gonna nominate three. And then what we'll do is we will make motions by position number. Okay. And [00:12:00] that will, I think, help address those concerns. And I think where we have it right now is all numbers. Um, except for Shelly comma, Kala are open to longer term positions despite what has been checked on the form. No idea. I didn't know if there was any sort of goal associated, so I think he did. I think so too. Yeah. We're still figuring this one out. This isn't clear. Yeah. We rarely have multiple applicants. All right. Dylan's gonna start us off and I'll just keep track. Um, first of all, this is an embarrassment of riches. I mean, to have more applicants than we need and to have such high by highly qualified, this is a really hard decision. So I will nominate, is that the word I'm using right now? Chair. Okay. I will nominate [00:13:00] Emily to Shira, a huge she and a son, Ahmed. Christie are you? I'm going to nominate those same three. Um, Assan, Ahmed, Emily, and I. PR, I apologize. Pronouncing your name incorrectly. Say, will you save again for me? Text Sarah. Yes. Emily. Text Sarah, and then the final one was yes, she, you see? Yeah. Okay. That's three. Ginger. She, Emily took Sarah and Shelley comma Cabo. [00:14:00] Chelsea. A thank you to our applicants. Um, I would like to nominate Emily tech, Sarah Shelley Comey, Kawai and, um, I saw an Ahmed. All right. I will nominate. Sucks. I want them all. Um, Shelly comma Cola, Asana med, and, uh, Lindsey comes to Kay, conduct Shea kind of key. Gosh. Okay. All right. So then from an initial, um, Shelly come a co op, which is applying for the one year term has three. Um. Assan has four. Emily [00:15:00] has four. Lindsey has one, and Hugh, she also has three. So if um, we can start with. Emotion. So Assan and Emily each have four and Shelly and Hugh. She also each have three. Could I make a motion? Yes. Alright, let me find my language. So I move to a point. Assan Ahmed, two position five. I will second. It's been moved and seconded. Is there any discussion? [00:16:00] All right. Would you call for the vote director hides director Thompson I chair Malter? Yes. Director Fitch. And vice chair Kane. I, I moved to a point. Emily tech. Sarah tip position three Oh second. It's been moved and seconded. Is there any discussion? All right. Please direct your hides. Director Thompson caramel Malter. Yes. Director, Fitch, vice chair, King, aye. Um, I'll move that right. We a point. Um, he, she [00:17:00] who, whichever position is left, it would be position one. Okay. No, two. Hello? Is it two? I'm sorry. Two. Okay. I wrote it down wrong, but, okay. Yes. The one year term position too. Sorry. Thank you. Or something of that. It has been moved and seconded. Is there any discussion? All right. I know. I will just say from a discussion center way, it's, this whole thing is tough. There's a lot of fantastic, um, fantastic candidates and I'm already thinking about how. Who's ever is not appointed, how I'm going to reach out to them next. So, um, yeah. Can we expand the committee? I'm just throwing that out there. I don't know. Process wise, are we running down a vote right now for that nomination [00:18:00] or what's happening right now? Yeah, it would be a vote for that nominee. Nominated and seconded and will vote. I'll just, I'll just say in support of the motion. Um, ms she has is, is a CPA and that's pretty darn Bible that I'm on a budget committee. I wouldn't want to squander that opportunity. Yeah, it's not, it's how I see that and I, I know her to be, you know, engaged. I, I think the thing that I struggle with a little bit is just that, I know Shelly Cami call was a level of engagement over the years too. So that's, I think that, you know, the only catch for me, so, yeah. Yeah. Great. All right. Call for a vote. We'll see. Okay. Director Heights. Hi. Director Thompson, chair Malter. No, director Fitch, [00:19:00] vice chair King. Aye. All right. So as it stands, based on those three, um, Assan Ahmed has been appointed to position five. Emily texted Terra has been appointed to position three and you, she has been appointed to position number two. So. Thank you very much. Thank you for bearing with us this evening to get to this point and thank you as well, Emily, and you'll be receiving more information. They engage Lindsey. Yeah. Yeah. Please. We appreciate your application and you being here for all this. Okay. And now, uh, we will move on to a new board business. And, [00:20:00] um, Tim, you want to help us out here with the proposed resolution determining election results? Good evening board. Uh, it's, Cathy [00:21:00] talked about and her notes and is this district has experienced, uh, there wasn't reduction on November 5th, I believe it was from all accounts of positive. Outcome. Um, our legal counsel has advised us now of our next steps. We have three of them. In terms of resolutions up in front of you today, I believe that they were in the board packet with some supporting documentation. I'll go through them briefly. Certainly you'll have time for a conversation. Kathy and I are both here to help assist in that. The first one is resolution 2019 dash five I am determining election result for ballot measures dash five by four three dash five five five. [00:22:00] Interesting one. Uh, boards do have to do this as the initiating sorority for the ballot measure. Um. This was prepared by legal counsel. Um, and for your benefit to help kind of explain why you're doing this. Um, I'm gonna just read real quick that, uh, or S two five, five. Dot. Two nine five. It's kind of destructive early short passage. Um, it says not later than the 20th day after the date of interaction. Elections officer shall prepare an abstract of the votes and deliver it to the district corrections authorities. So that would be Clackamas County election office. It goes on to say, not later than the 40th day after the date of an election. The district elections authority, that would be, you [00:23:00] shall be determined from the result of the election. It's interesting where the County doesn't. Call or announce the outcome, they simply give you the abstract, which then were provided for you, both one for each of the two ballot titles. Plus on the back of the sheet, as it turned out in the course book, there's a small section from Washington County. We all know that we have a little piece there. Um, and. That's additional information. Maybe they were a verifiable voters for the district. For ballot measure three dash five five four which was the gold bond from Cochran's County. There were 15,303 votes cast [00:24:00] 9,320. We're in the positive column. 41.66% of registered voters voted, and that is about, it's, it's over a 60% positive outcomes. On the Washington County side. It was a 71.25%. They actually say it there. You have the positive, uh, uh, column. And for the local option manager three dash five five five but County abstract, recognize that 41.66% of registered voters voted. There were 15,259 total ballots. 10,681 are in favor, which puts it right at 70% in favor. Washington County. For the few voters there, uh, [00:25:00] how to positive balance of 74.42%. But I think it's fairly clear that the election did go in the favor of the school district. This resolution recognizes that, um, and reiterate the date of the election. It itemizes both measures. Um, as being past by a majority of the voters and then under the, therefore, pursuant to that, ORs statute two, five five dot. Two nine five, the board of directors of the school district after examination of the abstract of the district voters presented by the County clerk, hereby determined that both measure three dash five five four major three dash five five five. I've been approved by [00:26:00] the voters. Question, did we have a motion and then we'll move to discussion. What does motions separate or both resolutions combine? Both measures are combined on resolution. To go one nine dash five. Right. Sorry. Just do that one. Just that resolution please. Thank you. Okay. I move. Um, the, the board adopt resolution 2019 dash five a second. Alright. It's been moved and seconded. Is there any discussion or questions there? Hides. Hi, director Thompson, I caramel Tor. Yes. Director Fitch and vice chair King. Aye. Ooh, we can celebrate the formality of it. [00:27:00] I move that the board adopted pass resolution 2019 dash six as proposed. I did in our materials. I second. All right. It's been moved and seconded. Um, do we have any discussion. Okay. Just a question. Uh, so this is a lot of legal language, several pages of resolution. Um, I'm assuming that bond council and district council have reviewed this and, uh, made sure that the language is something we should adopt. Correct? Correct. So on November 22nd, we had about an hour and a half, two hour meeting with our bond consulting firm, Piper Jaffrey, who went through the entire document with staff and with representing the board to address every item, see what questions there were. And the, [00:28:00] um, the document was actually drawn up by our legal counsel. Thank you. Yep. Any other questions or discussion? All right. Please call it private director hides. Hi, director Thompson. I chair Malter. Yes, director Fitch, vice chair King. I can't comment on that one. I know the only comment I wanted to make was that. There is a list of projects in there that are authorized and eligible furniture by the bond. That language was taken directly from the summary statement in the SEL eight Oh three. So it's exact direct flight. And then I would just like to add the comment as well. Um, just from a process standpoint, um. For those who haven't been through the bond process before [00:29:00] that resolution, you authorized the district to sell the bonds. It is possible that, um, information might come before the board as to how many bonds we may sell in a series at a time. So we've given the district. The authorization to sell them, they may not sell them all at once. Um, and one of the things that Carol Samuels had shared is just that it is a, a large dollar amount, you know, 206 million. And when we sell them, it had to do with how fast you could spend it potentially, and just weighing decisions at that time. So the sale processes of two, two and a half months. Exercise and there'll be opportunities for input and explanations as we hope. Can I address the next one? Okay. Excellent. Yes. I would also assign the [00:30:00] bond oversight. Funny. Oops, I didn't get that on the record. I will also move to assign the bond oversight to the long range planning committee. I'll second that. It's been moved. And second, Ted, is there discussion? I had a question for Tim. Um, would it be any value in having a different body conduct that. I mean, any question about the long range planning committees, independence or objectivity, or he's talked a little bit about the value of keeping it so close to maybe the value of having a different body do that job. Uh, I can say historically in Oh eight and 14, we used long range planning committee. Mmm. There was some sense that they are certainly the [00:31:00] closest to it. They're board appointed. Um, they're qualified to do it based on the board policy that supports it. I'm willing to do it. And they're very familiar with the bond Conant's. So language around it, the work it took to put those projects together, they're accustomed to developing. Reports that are consistent every quarter. Um, they're most willing to do it and happy to serve in that capacity. I will say that somewhere thousand five ish, we've tried a separate committee and it was not nearly as successful. I think there. Certainly a third party. I mean, they have an interest in it. Certainly they're part of [00:32:00] the long range planning committee, but they, uh, they do speak their minds. They are in the community. They're, um, appointed volunteers from our community have a good sense of, um, the goals and interests both of the districts and, uh, the intention of the bond itself, and they're most willing to serve in. If you were playing devil's advocate for me, is there any reason why you'd want a different body to oversee the bond? I don't believe so. Uh, to start knowledge is extremely helpful when it comes to describing projects. Even the timing of them, the cost of them, the processes that we use, the public process for bidding, uh, they have knowledge of how. Together in terms of professional consultants, uh, we're very open with them. They do offer, uh, [00:33:00] suggestions and adjustments, uh, at various times, and they're comfortable enough in their positions that if they see or experienced something that either by themselves or from the community that they're not comfortable with, that they will say something. And they'll deliberate amongst themselves and come to a conclusions and solutions. They do have an advantage of having done it before in that a while, I believe they would say, and I would agree that it's been very successful to do it that way in the past. Um, they are very open to things like, uh, new ways and better ways of communicating. Uh, um. Maybe adjusting or changing the format, perhaps of the quarterly reports themselves. Um, certainly their communication with the board itself, uh, especially in the first few years [00:34:00] where they come and speak directly to the board. Um, the comfortable in that and willing to make adjustments if they see it as necessary. Thank you. If I could make a couple of comments. Um, most school districts don't have a long range planning committee, so after they've passed a bond or something, they then create a bond oversight committee, which is. Essentially what we have, because we do have that committee. Um, they're also, members are changing and while a few of them you've appointed for subsequent terms, that's how we've gotten some of that institutional knowledge. But you've also appointed members, um, who are brand new, who have never gone through a bond process before. This was their first time. And we have, you know, new members who have never. You know, served for a while. So because of those revolving terms, you could, you do have the potential to take place new people on there if you feel that there have been some long standing [00:35:00] members, um, for a while, and you'd like some fresh eyes and insights so that there are some, whose term is expiring this year, so you'll have that opportunity to either re re up or replace. So. I would just add that, um, I had the pleasure of attending as liaison, the last, um, long range planning committee meeting. And I had a similar kind of wondering when I saw this topic coming up on the agenda. You know, just weighing and balancing, you know, is it better to involve more people, different people. And, um, after I went to the long range planning committee meeting and heard the members discussing amongst themselves whether they thought they were still best suited to form. That function and role. Um, I left feeling very confident that they are a good group to take this on. And some of the wording that, well, I think it was, um. Mike Jones, it was Mike Jones or David Lake, essentially said the long range planning and bond oversight is the perfect pairing. And they [00:36:00] felt in particular that they shared that because, um, this is a, a particularly large bond amount, um, that they're having experience or having some members with experience. On a bond oversight would be advantageous to our district and our board. And they said there's going to be lots of projects, you know, more projects than what we've had in the past. And again, that experience would be helpful and that they are accustomed. And experienced at reviewing as well as, um, the reporting out. And they felt like they finally had, um, reached a format that was better at reporting back that was much more understandable and digestible, and they were already envisioning how they can do that for this new bond if I'm assigned to this role. And, um, so anyways, I just felt like that was good. And I, I think I share some of the same kind of thoughts. That sounds like both of you had that when I first read through this, I'm not taking anything against, I know that our long range planning committee is [00:37:00] completely capable and knowledgeable of, of, um, continuing on this work as the bond oversight, but just that gut-level to concern that, um. Based on some of the stuff that happened during the bond and, and in some of the social media threads where you saw some people talking about transparency and that sort of thing. That does, you know, I just want to make sure that we're not opening up ourselves to additional scrutiny if we continue to keep it. And I'm just expressing this as a new board member, not knowing all of the processes, anything, but also feeling like just that gut-level concern that I want to make sure that as we move forward that, um. The community, especially the community that didn't vote for the bond, feels like we are still listening to them and we are engaged with them and we care about their concerns as well. And not just, it's not just our little group of people. So that's all I would just throw out there. And I would just add to that effect that you always [00:38:00] have a board member who's a liaison. So you have a board member who would attend those meetings, bring back information, be mindful of that comment. Um, the meetings are public. They're open for public viewing to sit in, to observe, um, and that all the minutes are posted online. And all of the information about the bond will now be moved to a bond website just on this bond. And so there'll be opportunity for community members to see timeline, to see expenditure, to see the progress with the bond, um, as well as again, um, attend any of those meetings they wish to attend. Along those lines. I think for me as a board member, it's been helpful that we've been getting them in it promptly and we're getting notification of the minutes of the long range planning committee. I think that, uh, Dr. Hughes has made some graphics that help in educating us. Um, from month to month and [00:39:00] I finances, I think there's probably some things that the long range planning committee, if they do bond oversight, could do to help us see that oversight and help the community see the oversight. Um, but I'm feeling, uh, positive about those things that are happening at long range plan in terms of transparency that I would think our community would want. Further discussion. All right. Please call it or hides character Thompson. I cheer them all toward yes. Director Fitch by vice chair. King aye. Alright. Our long range planning committee will continue to serve in the bond oversight function for our . New bond. Uh, we get to move on now to the continuous improvement plan, or sip.