Board Meeting – July 12, 2019 Segment 1
 [00:00:00] District 2 session before I jump in the agenda. I do want to recognize, dr. Ludwig.
Well before we officially begin the meeting on unofficial note, but equally important. I want to recognize our newly title. Dr. Sally Hughes, she defended her dissertation on Monday and will receive I guess the doctor comes in the mail doesn't feel it's exciting. But but we want to recognize her first year of service on top of finishing a doctoral program and defending her dissertation.
So congratulations and we're so proud of you. We know it takes a lot of focus and hard work and persistence and you've done that and. We have a flower and a balloon and then a very apropos book. We always give books in The District as you know, and it says in Praise of wasting time and it talks about how so much of our lives are driven by our [00:01:00] phones and our emails and our agenda and our work and activities.
That there's time also to stop and reflect and take a walk and those things where you say this feels like a waste of time, but just to indulge in doing those Quiet Things to appreciate life. So permission to waste a little bit of time your life now Doc the doctor use so congratulations.
Thank you so much. I'm humble. And I'm just so appreciate that. I have audio support during. This year during my first year and you're patient with me your support to me and because you call me, dr. Hills for a long time to put more pressure on me. So thank you. All right. Mr. Gus we take roll, please.
Chelsea King Martin here director Christie Thompson here carrot ginger Fitch.  I stare Dylan Heights here. Director Reagan [00:02:00] Molitor. All right, thank you were the first order of business today is to recognize our new board member. Mr. Thompson and for her swearing-in, dr. Ludwig lutely. So what we'll do is we'll have Christy you come forward and I will be asking you some questions and then we'll make sure we also after that recognize your family who's in attendance today.
Step over.  All right
Christy, if you could raise your right hand and repeat after me I Christy Thompson. To talk to do solemnly swear do solemnly swear that I will support the Constitution of the United States that I will support the [00:03:00] Constitution of the United States the Constitution and the laws of the state of Oregon the Constitution and the laws of the state of Oregon and the policies of the West Linn Wilsonville school district and the policies of the West Linn Wilsonville School District during my term.
During my term. I will faithfully and impartially discharge the responsibilities. I will faithfully and impartially discharge the responsibilities as a member of the school board as a member of the school board to the best of my ability to the best of my ability. Congratulations.
Oh, yeah, okay, so and [00:04:00] thank you to my family and my friends of who supported me. So my oldest daughter Lexi. And she All My Children graduated from Wilsonville high school or are going to graduate next year and then my mom Sharon who worked at Southern Oregon State College and then Community Bend Community College or cocc my sister Kathy who's also an education down in Medford.
My youngest daughter Grace who will be a senior at Wilsonville High School this year my friend Julie Miller. He was a huge support. And on their long range planning committee. Yes, my friend Gail Greenman.  And then my son Brett Thompson, and he graduated in 2018 and is just finished his freshman year at Oregon State my husband.
Scott Thompson, he graduated Morgan. We all graduated from Oregon State as well. So go beavs. It's probably [00:05:00] the only time I'm going to be able to say that and then Rob and supine mm we met because our daughters played volleyball together, and she is also a teacher at Boons very primary. So did I miss anybody?
I think that's it. So, thank you all for coming.
And now we'll call forward Chelsea King Martin.  All right, and we're going to begin the board oath of office. I Chelsea King Martin. I Chelsea King Martin do solemnly swear do solemnly swear. That I will support the Constitution of the United States that I will support the Constitution of the United States the Constitution and the laws of the state of Oregon the Constitution and the laws of the state of Oregon and the policies of the West Linn Wilsonville school [00:06:00] district and the policies of the West Linn Wilsonville School District during my term during my term.
I will faithfully and impartially discharge the responsibility. I will faithfully and impartially discharge the responsibilities as a member of the school board to the best of my ability as a member of the school board to the best of my abilities. Congratulations Chelsea,
and could you share who's here in the audience from your family? I have with me my three children there is Brennan Martin who is entering his freshman year at Wilsonville High School. Ruby Martin who is entering seventh grade and the Dual language program at would middle school and Jai Martin who is entering the seventh grade in the Dual language program at would Middle School.
Thanks for being here ghettos. I'll [00:07:00] see one more picture.
And other pictures can always be taken after the meeting in front of nameplates in those things. So, thank you. All right. Congratulations to our new member and our returning member. The next portion of the meeting is going to be the election of officers for the coming one year term. I want to go over the process a little bit.
So it's gonna be a little different than what we've done in the past. So how this is going to work today is I'm going to ask everyone who wants to be board chair to go go ahead and nominate themselves. So just by a showing of hands once you know who wants to be board chair. We will I will ask for a motion to nominate one of the interested parties and from there.
We'll have a second. If a second is made we'll have discussion at that time. I will invite each person who wants to be board chair to say a few words about why they [00:08:00] interested in the position and then we can have a questions and discussion and then we can go and have a vote. If somebody receives three votes.
The process is complete. If we don't have three votes move on to the next candidate who's who has interest and at that point a board chair will be elected. They will run the remainder of the meeting and they can decide the process to elect the vice chair. So, all right. All right. Yes Sheriff Mitch makes her just by hand raising so I know well.
Fair enough. Yes. I'll ask you to vocally announce your interest. All right at this time who has an interesting being board chair for the coming year.
Ginger knows thank you any other interested candidates?
Okay, seeing none. I'm going to be asking for a motion.  I move that [00:09:00] we elect Reagan Molitor is for chair.  I second that motion. Okay discussion. I'll start with the small talk. Well, I don't know. I I love this role. I'm not shy about expressing how much I enjoy this work and I do feel that with six years of experience behind me I have.
I've been that working.  successful in.
I have been successful in earning the trust and respect not just of our community but and staff but also of our students. I also think that as [00:10:00] we are butting up against a potential capital. Bond campaign and we are conducting a levy campaign that I come to this position with experience having worked with Chelsea and Keith Steel on the last Bond Campaign Committee.
I also have that very flexible work schedule and that I work for myself and set my own schedule which. Makes me available to diving into the work of this district and those additional responsibilities that come with the role of chair.
Either discussion. Yeah, I have a couple things to same the first thing. I'd like to express his gratitude to Ginger Fitch for two years of. Stellar Service, as our board chair the accomplishments [00:11:00] that Ginger Fitch made in those two years are notable and I respect them and I really appreciate her service and glad that I get to sit by her for at least two more years.
I will be supporting Reagan and this role as board chair largely echoing what you said about yourself after six years of service and not just the chronological time. But Reagan you've just shown real real consistency very, you know, a lot of reliability you've. The experience and dedication clearly have an in-depth understanding of our schools and and the role of a board member and how it interfaces with District staff and we're how we navigate that negotiation of [00:12:00] roles between District staff and the board and so it's been a pleasure to serve with you for four years, and I'm happy to support you in taking on this leadership role.
And I will Echo what you said what you say about your fish sure if it's you've done an outstanding job for two years really indebted to what you've done for this board and especially coming on as a brand new board member and leading it as it was very impressive with respect to director monitor in the last two years working with you.
I have been very impressed by your dedication to procedure. No, I mean that in a very good way, right? I mean you are meticulous about making things go efficiently and orderly and in the proper way and as a new board member, I really that's been helpful to me and as it looks like you'll probably be elected.
I look forward to how you run the meetings and I have no concerns with you being bored Sharon and I want to be thankful for [00:13:00] putting yourself up there to take on what is a very big responsibility.
This is ginger. I thank you for your comments. I want to say about director Molitor that I have appreciated also for ability to hold the board accountable to the policies and operating procedures and our relationship was superintendent Ludwig. I also know that a big part of the role of board chair is interacting with public complaints that we receive and it has been my observation that director Molitor doesn't hesitate to respond quickly to the public and to set a tone that productive and I have always.
Appreciate that.
[00:14:00] and as a new board member I haven't acted really are I haven't interacted with you as a board member, but I've been able to watch from the seats for the last six months as I have attended all of the meetings and I just been impressed just with your knowledge that you have the way that you do have a knowledge of procedure and.
And aren't afraid to stand up and say something if you possibly disagree with other people that do it in a kind gracious way and I just appreciate it the knowledge that you display. And again the way that I've seen you interact with the people who've come to the podium or interact with people outside of the setting so you have my support as well.
Seeing no further comment respect. Is he King Martin? I Christie Thompson. Yes Ginger [00:15:00] Fitch. Hi. Mr. Hyde's I care Reagan Molitor. Yes.
Thank you so much fellow board members and. I'm hoping that you will also know that I always have an open door for each of you and that you'll continue to keep me accountable and I'm really here to express our Collective wants access. Desires and not to do anything on my own personal agenda. So in the event that it ever feels.
Otherwise, I hold you to calling me on that please and ginger also, I didn't get that opportunity to comment, but I do want to thank you as well for your service much like Dylan said it's really tough to come onto a school board brand-new and take on that leadership role and I think inevitably as a result of the position of chair.
Thank [00:16:00] you are the face of the board and as that face and voice you often have to tell people no and they become nobody likes to hear now regardless of how well reasoned or or whatnot and and inevitably I think in this position you end up.  kind of becoming on heated topics and debate issues kind of Public Enemy Number One just because you are that Collective voice of the board and.
Ginger I just want you to know that you know, I always felt that you you did a very good job representing us. I think you've brought a lot of kind of institutional type process and procedure to this position that I know I will carry forward and I have a feeling other future board chairs will do the same and that.
I acknowledge that being board chairs tough and that sometimes people are very critical of it. However, I think you did an excellent job and I'm grateful that you served in that role. That being said, we will repeat the same process [00:17:00] that Dylan outlined for the nomination and election of Vice chair.
Is there any member of the board who is interested in The Possession position of Vice chair?
This is Chelsea and I'm interested in serving as Vice chair.
Hearing no other board members we will accept nominations.
I move that the board elect Chelsea King Martin as Vice chair of the board.  And I second that motion discussion.
I guess I'm supposed to say something.  Serving in a leadership role [00:18:00] as serving as a school board member as a pretty big gig. By itself and then taking on a leadership role just up the ante as far as time commitment and level of responsibility. I've served as Vice chair before I know what goes into that role.
I have a special interest and feedback processes and played a big role in the re-design of how we do the superintendent evaluation and it would be an honor for me to carry that work forward and collaborate with chair Molitor and you know be present for our superintendent evaluation process for dr.
Ludwig.
I'll just comment if that's okay pan Dulce. Thank you so much for stepping forward being willing to serve in the role of Vice chair. I [00:19:00] welcome that idea. Greatly. I would also love to incorporate a little bit I guess stronger. Present of collaboration between chair and vice chair and coming together and leading in the work together, and there's nobody else.
I'd rather lead alongside then you I've had the pleasure of being on this board when you served as vice-chair you did an excellent job, and I do know that there's always some tinkering to be done with our evaluation process to best fit the needs of all parties interested and it'll be kind of looking forward to seeing.
How and what you do and suggests that because you've done such a great job establishing our new process as is with the superintendent, and I've just always appreciated your leadership your voice and your dedication to this work, but thank you.
I'll just say that I thought you did an outstanding job a year ago [00:20:00] and I think that a. Any two people on this board would work well together as chair and vice chair, but I think that you and direct Molitor have especially complementary skill sets. So I'm excited to see the two of you were collaborating get-togethers and thank you for putting yourself out there.
I would concur in just say that as I've interacted with you before being on the board. We met prior to me deciding to run and I just found you to be a good listener. And also just open to other opinions, maybe that might differ from you. So I think you would do a great job in this position.  And thank you director hides for serving in this role the past year and stepping up and doing that.
It's nice to share leadership amongst us and we all have a little taste of what it looks like and feels like to take on these different roles. So we're all the Richer for that.
We'll call this for vote, please Chelsea [00:21:00] King Martin. I piss you Thompson. Yes, Ginger Fitch.
Hi.  Dylan Heights. Hi Kamala toy. Yes. Congratulations.
All right. Yep. Thank you for joining us for those those who are able to and we will move on to our next agenda item which is designation of our mm. Oh, I'm sorry, dr. Ludwig. Connect you want to insert the public comment. Do we want to do it? Yeah, that's okay it there also while it does not appear on the agenda.
We always offer the opportunity for public comment. So is there anybody present who would like to comment?  Seeing as we have no public comment today. We will [00:22:00] move on to the designation of our 2019-20 officials. So good afternoon in front of you is the resolution 20 19-1 this it address resolution dap destinated officer for spoon fiscal year 1920.
This lists 8 not news compared to last year. This is we designate doctor Lockwood at clot executive officer and pass a budget officer designate myself suddenly you at TT clot and then muscle Rose sun and at our autonomy and so on. So this is a as required by starters that more member help to adopt this resolution during the very first meeting.
Up the ball buster of the vomiting for the years. This is also a way for us to communicate with our publicist and Community [00:23:00] member that the name of these people on the list and the agency broker on the list of authorized to do business with the district in there officer capacity.
I will move that the board adopt resolution 20 19-1 designating the officials for the 2019 2020 school year. I will second been a motion and a second any discussion.
Hearing no discussion make the vote Chelsea King Martin. I Christie Thompson. Yes. Ginger fetch. All right Ellen hides. I can smell a toy. Yes, thank-you bar. Thank you. All right, we will move on now to board business and the first business item is [00:24:00] review and potential adoption of our board meeting calendar for the 2019 2020 school year.
Is there any information yet that board secretary or superintendent would like to add with regards to that calendar or any dates?
I'm having a hard time hearing you too. Okay. Sorry Ginger. I'll do a better job of talking and I was just asking if our board secretary or superintendent had any anything to highlight in particular about this calendar.  And I'm sober 21st and November 18th will be day by I won't miss on the current calendar as proposed.
And I would add that. He said the 18th and which one the 21st?  Okay. [00:25:00] I'm also add that I think we need to add probably one additional work session date at the end like in June some point just to provide us with a little bit more time for that superintendent superintendent evaluation process just as in hindsight look back change and I think I would like to I mean we could approve this calendar and then add that but I'd like to get that may be added and on our calendars in the next month.
I prefer to have dates added and on our calendars now and then we can always scratch them if we need to but to have them preserved I think is a is wise and so I don't know I'm willing to just do that right now. I would think later that same thing. I was I would want the high school graduation dates and I just didn't take the time to look them up in advance.
I just I'm with you and maybe. Yeah, I would like to get one soon later. I just didn't have that information and I think that plays into.  [00:26:00] Yeah, we did check the graduations. They are the first week in June. So the 8th is the Monday following so this eighth is not the week of graduation. We did a void that week awesome.
Okay, let me just I'm on your laptop computers. You can look up the 1920 calendar if you'd like to reference that.  I mean, it's possible that we just add either the 15th. I would propose the 15th instead of the 29th. It does give us three weeks in a row, but.  Well, and I think hold on. I'm sorry.
Potentially then we even wow, I'm allowed we.  Meet the 15th and then maybe we are done and we can cancel the 22nd. That's what I was going to say in the summer. Yeah, let's I would I would is there [00:27:00] do you recall a reason maybe as to why we were doing the 22nd just it's a two-week not I just typically we've done every other week either the second and the.
Fourth or the first in the third and that was just following that pattern of again giving staff usually a week to get materials together. So depending on what the items are for the agenda this June we had a lot on our agenda if you recall which it was appreciated that staff had some time to get a lot of those materials together, but it could be that.
Next June we don't have as much given. No, you know Capital Bond or local option business. So as we're formulating, I've allowed discussion prior to emotion to so we can have a more concise motion. Potentially. We do add that 15th because that is not a staff involved activity. If we are just limiting it to superintendent evaluation process.
Maybe we'd invite it [00:28:00] in. Kathy Monroe and potentially also then debrief with our superintendent, but it's not as stuff intensive and then we can just wait towards the end of the year and we can always choose not to proceed on the 22nd or we have that date Ginger where you going to pipe in on something?
Okay, let me just try something here. I'm gonna move that. We adopt the proposed 2019 2020 board meeting calendar with the addition of a work session on Monday, June 15th.
I second that motion.  discussion. Well, I just from a process standpoint. I'm not sure how it works. But I mean if for example a date I know I can't make ginger mentioned. She can't make a date or these dates [00:29:00] movable or if we can't make it a re just not going to go. That's a good decision. And I think we as a board could come to some sort of consensus around that I in the past when we've discussed availability at meetings.
It's really easy because there's so much staff involved in our meetings moving an entire meeting. Because of one one individual that we know just can't make it. We all kind of grin each other a little Grace and know that we can't attend all meetings. And then if it were tipping scale where look we've got two people down are three people.
We don't have a quorum then we definitely need to to remove it or change but.
My preference is always at all five of us are here because I love you all that much and I know that like if I looked at this and I said why no, I'm not gonna be able to make this date and Christy looked and then Dylan looked and everybody looked and we would be rearranging the whole schedule. So I think there will be [00:30:00] meetings or two that we can't make and calling in as great and.
Perhaps if we get really close to time and we realize like this is a very vital topic and someone can't be there then we can look at rescheduling that meeting rather than doing it now in advance. That would be my preference.
I'm wondering about the one in October. Given the heavy lift and work you'll be doing as a board leading up to the November election that maybe that is one where you feel all five members should be in attendance. So is do you want to consider the one in October take a look at it?  Do you believe staff would have some flexibility as long as we know well in advance will work towards it?
Ginger I'm curious is are these meetings that you anticipate being able to phone into or totally kind of off grid?  [00:31:00] unavailable.  November 4 October 21st, November 18th. Yes.
I don't anticipate being available Friday. What about October 5th 14th or 15th
14th? If we were going to move this because of election that's that's really all ballots would be in by then. The
the purpose of rescheduling this one would because the we know in advance that the topic of that meeting is pertinent that problem all five people are there and then the 14th doesn't work because it's a Statewide in-service day 14th of the books [00:32:00] the 28th. So are we okay. It looks like people are saying yes at October 14th potentially works.
It's important to reschedule it. So I will retract my motion and put a new motion on the table that we adopt the proposed. I'm board meeting for 2019 2020 with the amendment of the October 21st work session being moved to October 14th and the addition of June 15th as a work session.
I will second that motion. Okay, there's been a motion and a second discussion. And the only thing I would add to this discussion is likely in the months of September and October. There are going to be other dates where we're going to ask board members to be participating in activities, but [00:33:00] we'll have to figure out I got to do some work or two about if there's more than three of us do we have to publicly notice and but just a heads up that.
there may be more requirements of your time and September and October. All four vote, please.  Chelsea King Martin i50 Thompson.  Yes, Ginger Fitch.  Dylan hides. Hi Pamela toy. Yes.  All right. We have a meeting calendar for the next school year. Okay at this time we're going to move on to our consent agenda.
Typically, we would adjourn and have had an executive session prior to discussing our consent agenda just with the way in which this particular meeting is set up. It was our hope that we could review the contents of what are [00:34:00] contained in the consent agenda, which was primarily District hires and have reviewed that prior to coming to the meeting.
But if there's anybody who has any questions or concerns or wants to pull anything out we can do that. Otherwise, we'll just move to the consent agenda. Could you say that one more time, please?  Could you please repeat that Ginger? Ginger if I Max I heard her sheet Reagan was just talking about typical procedure that we typically would have in a because my microphone is so loud.
I'll just translate that. We typically have the executive session prior where we would have talked about some of these things in the consent agenda such as The Hires but we didn't do the executive session so that that is basically what Reagan said, so if you have something to pull. From the consent agenda for discussion you can do that.
[00:35:00] Having heard nothing. Do we have a motion?  I will move that. We adopt the consent agenda and second.  It's been moved and seconded. Can you please call call for vote? Chelsea King Martin. I Christy Thompson. Yes Ginger fetch. Dylan Heights High Chair Millet or yes.
And dr. Ludwig at this time. We'll move on to board policy. You want to help walk us through this and thank you all for being so flexible with your microphone. So let's be summer summer bug or something. You have received prior to the meeting updates to a number of our board policies. There is a service that we subscribe to with OSB a [00:36:00] wherein as board policies need either mandatory or recommended suggested updates.
They.  Take a look at statute and legalities things that would. Make a difference for school districts policies and then each year. We get a list of those policies that OSB a either highly recommends recommends or just says there's no need to make a change. But if you'd like to see another version of some language, here it is that maybe another District modified or someone asked osea to modify and this Douglas is our.
Policy lead in The District and she reviews all of those and then she meets with every department supervisor. Remember the executive cabinet that would that policy would fall under that area and we review it this last year. We actually [00:37:00] also invited Rick stuck even though SBA to come because there were quite a number and we had questions on our end around a few of those and we helped us sort those from a large list down to a much smaller list.
So that was a helpful process the outcome is what you see in front of you and what you also saw at the last board meeting. You've been slowly adopting some of those revised policies. So what you had before are a few more some that were carry over that we just said, let's move to the next meeting, but these all fall under.
Highly recommended or mandated policy provisions and the format in which they've come to you is that you would see a strikethrough or the additions in red want to thank this Douglas for doing that makes it much easier. So you don't have to toggle between the old one and the new one and you can see a lot of it is language update in the memo that you received in the italics or some of the [00:38:00] rationale that comes from OSB a behind the revision.
Either update to language around pronoun usage from anything to also alignment with statute. So what you have before you are those policies they've been vetted thoroughly by OSB a and then reviewed by members of our team under which that policy would land. I want to thank Miss Monroe and dr.
Jennifer Spencer Iams for being the primary reviewers of these policies with their subsequent staff. Making sure they read in the way that aligns with our policies as well and noting those differences to of the policies that are in front of you today are also ones that had been moved from a while ago the ones around the last to the updated policies with hazing harassment intimidation bullying menacing or cyberbullying those actually those policies you'll feel recall.
I've had a number of [00:39:00] revisions the last few years as districts and OSB a have continued to either add some language in there or keep revising it. So if you're calling them from two or three years ago, that's not a mistake. They continually get revised and those two in particular have for a while.
So open to any.  comments or questions or.
And the last two you that dr. Ludwig just mentioned. It's jie. Bian AE and JFC. I feel recalled. The last meeting I asked that we could pull those out. I didn't meet with dr. Ludwig and we're still working through those policies and I just wanted to flag my general concerns is they were very dense and it took a lot for me to understand.
Who was able to do what to who and wasn't able to do what to who and I was just and they've been revised and I was a little bit concerned that maybe we'd over revised it [00:40:00] and it was now confusing and if I could I would like to with your consent pull those again while we still work through those with Rick Stuckey and then we would bring them back at a later meeting.
That's I think that's fine. My question or are we going through these policies one by one? Are we approving them in a chunk. Are we pulling things out or going one by one?  the way I'm reading it on the agenda looks like one by one but it's like an emotion can do do either but my own yeah, my request is if everyone's okay with at least pulling those last two.
And just reserving them. I can continue that work and then I do have the new board policy ing. As one that that I would like to discuss. So if we're going to bulk vote on the other ones, I would ask for that one be bold as well. You know, why don't we just take them one at a time just in case they're just a small question everything and then we'll.
some may require [00:41:00] discussion some may not how's that? Okay. Well, I will get us started and move that we approve the revisions to policy. Jhc about student health services and requirements. I'll second.