May-6-2019-Regular-Board-Meeting-Segment-5
[00:00:00] Yeah, so as you may recall about five six weeks ago, we had a work session to follow up on the retreat. We had talking about that Focus mostly on how we can better communicate with the public specifically how to make sure the public is encouraged under a third for gold become involved and how they know when they're involved.
They're appreciated and how the board is to respond to various types of requests. Whether it's from in District after District parents complaints that sort of thing and so what I did five six weeks till you might recall is like kind of Cobble together some changes to board policies were operating agreements and Miss Douglas very helpfully suggested.
Hey other districts just combine them all in one document. Aha moment made things much simpler and much more streamlined and. From the very thoughtful suggestions of my fellow board members put together much. I think stronger document [00:01:00] that's responsive to everybody's thoughtful input, which is what I've created today.
So my hope tonight is that we have a document that's close to adoption. And if not, we can make changes to it tonight and then move to a vote at the end of our conversation to adopt and so I will open up to my fellow board members for. Any input.
and one and I make this little simpler. So the this is a four-page document the very kind of the first the Preamble is my effort to consolidate their work. This is three operating agreements put into one. So the preambles kind of a consolidation of three different preambles into a much shorter. And in the changes that were made were my editions were on page one in the decision-making section Section 3 is new on page 2 the receiving public [00:02:00] comment 1 through 6 is new also on page two boards receiving of information from the public 1 through 5 is all new.
and the rest of it is. Is unedited operating agreements.  All right. I like your plan. My concern is on page 2 to be.  I think that the communication should be provided to dr. Lovely or to the superintendent.  Yes. So so it's as if appropriate for the provide information to cross off the rest of that sentence and insert superintendent.
Yep. Okay, and then I agree and then [00:03:00] on the fault the following page is the last sentence again 14 the communication to the superintendent superintendent. And then. I just think for kisses consistency under Section 3 where it says district office theme superintendent.
Thank you for pulling this together. I think this work actually. Probably started before you were on the board and we first started to try to hammer out a board operating agreement and we were I think we got like six lines or something, you know drafted and then to carry forward this work with the board self evaluation and the retreat and create that goal and to see you carry this forward and it's just flushed out really nicely and I think.
It's a nice kind [00:04:00] of through line from the board that existed even prior to when you were here. So thank you for caring this work forward. I think I just have to pretty simple pieces of feedback on the fourth page of this document.  These
are the fourth page. There was a place that it referred to a member of the public as a man. Amber I have the same it was kind of interchanging board member and member of the public and page to number four. It's true number four and might be in two places. Then
there's will do his or her best to inform. The members should be the Community member.  They just do number four you have that. We're sorry. I'm sorry. I'm sorry Peachtree number for its three number four. Right. So if a board member receives a complaint regarding the board member will do is yeah best to inform the [00:05:00] community of Community member or individual something besides member because too many members going on gets confusing you got to be consistent with.
Page 2 number 3 use a member of public member of public as the term user just be consistent. Okay, and then the one other was it there somewhere. It was also under meetings and minutes on page that page for number three when a member of the public speaks.  Okay. If you wanted to keep that consistent, okay, and then we talked about the complaint policy in this document, but I don't see the complaint policy cited and I'm just wondering because you know, the whole idea is ease of access to the system for either new board members or members of the public who don't understand.
You know how this [00:06:00] all works. Can we can we point to this complaint policy somewhere?
Yeah policy number.
Hold on. I'm going to find it.  We can look it up and insert it. Yeah, let's just anything that could be what's in the website hyperlink into it. Okay, you know, I think what this does is it pulls it all together really nicely and I could see this being. One of you know the acts at every board retreat in August, whether there's new board members or returning board members to just kind of review the agreements and it becomes then a kind of a living breathing document that continues to make sense as you kind of live through it and the longer you on the board you have kind of.
Examples of situations that make one section come alive more than others because you've had Direct experience and [00:07:00] so there's comment or suggestion but it's really nice document. I would say to ground every Retreat and as a you know placeholder on the agenda or Retreat, okay, not to suggest that you're leaving anytime soon, but there will be other superintendents to who may want to start that with their own.
Concerns of the portions that refer to a superintendent as well.
Any other comments questions changes?
Well, I would move to adopt.  And pass this operating agreement with the changes for the consistent reference to the members of the public. The changes of the language referencing the superintendent as opposed to the [00:08:00] district office.  Think there were those were the Encompass the changes and be done and I would just add that not only pass it.
But rescind the existing 3 board operating agreements to replace them with these right? Oh, and the other thing I messed is. To include the hyperlink in the reference to the board policy for complaints.  That's my motion. I will second the motion.  Any further discussion,
so I might term will be ending on June 30th, so I won't be voting.  I don't want to have a say in something that. That I will apply to potentially two other board members, so I don't want to tie their hands in a future board.
[00:09:00] I fetch mr. Hyde's, I guess the King Martin. I just want to thank the board members one more time for and Miss Douglas fir. Maybe having the most important suggestion for just making this a very productive process. Thanks.
Mr. Woodley.  Oh girl.
Oh, I'm sorry. This is way late in the process. But I am a local attorney. I represent students and parents in the district of of matter comes before the board that materially benefits one of my clients. I will abstain from participating in the discussion our decisions on the matter without disclosing the identity of my client.
Go ahead. Mr. Woodley [00:10:00] good evening board the topic on the agenda tonight at this moment has to do with a public bid that we're bringing before the board softball field lighting at Wilsonville High School. I provided a memo on a variety of documents that are following it. This particular project is for performance lighting at the Wilsonville high school performing women's softball field at the time.
It was built. I think in 2004 5 we did fortunately contemplate some day that lights would go in and so there's a lot of infrastructure already in place for it. It's fairly simple. There's four large performance lights that ring the perimeter. They're modern LED. They are web-based controlled. [00:11:00] The vendor is one that is available through a Cooperative purchasing agreement that school districts are available to take advantage of.
I will say that it's a fairly unique installation. There are very few contractors that can do and perform this sort of thing. They're the same lights that we have at the new Woodfield. I think all of the west or Wilsonville High School fields are on this system and Rosemont Ridge. It provides the ability to schedule them remotely which we do through our Community Services Group.
Often on a telephone a cell phone from where we were someplace might be it helps in scheduling because you can turn them on and like 15 minutes before 50 minutes after kind of limits it it doesn't make it go black. There's some you know lighting that you can kind of move on the field. Anyway, the [00:12:00] recommendation is for the board to accept this offer and awarded.
I'll move that we adopt. Let's see here. I jumped ahead resolution to 18-10 it is. Okay. Yeah resolution to 2-0 18-10 for the softball field lighting at Wilsonville High School.
I'll second.  I'm gonna open up for discussion and I do have a question for you. Mr. Woodley. Yes. So if this is the kind of lighting you put in at word, what's.  The Experience been with it. It's very successful very successful. And again, it's similar to other installations we have so our crew [00:13:00] knows how to operate them.
It's an interesting one that because of the web-based controls and they're LED. It's a high energy saving installation that has I'm not sure you call it an exemption exemption under code and permitting but it's a preferred installation that allows kind of an easier path for permitting. The lighting is very strictly confined to the exact space where it is and is very Community friendly.
Are these replacing lights or these brand new lights? They're brand new. Okay, and what's the life span of these lights? I'm sorry lifespan and how much with 5 mm how much I can't tell you exactly but I know they all last. The other lights [00:14:00] that we have HIDs at other places, we replace the lights at West Linn High School constantly and these Rosemont it's been up for what six eight years and we've never replaced them and if there's anything goes wrong, it's the company that comes and fixes it.
Okay. So there's no ongoing maintenance cost of these very.
There's a lot of people in Wilsonville who are very excited about this project because I was at the EM. Yeah opening nights for softball last week. I think it was and you know that it's such a good organization will symbol use Fort Sumter West Linn has their own version of that as well. But you know such a nice feeder program, especially when it comes to our girls Athletics and the recent discussion we had about wanting to you know, Foster more girl athletes.
So this move is in that direction and so it's very appreciated. [00:15:00] Of course on that note. I'm wondering why late summer early fall. What's the delay? It's because we just get in line for their work and they are highly focused on football at the. It's the next season we're waiting for their availability.
There's some availability now that we need to move through and Order time. I mean, these are Big fixtures and features that have to be created and built and then broaden installed mean they'll do it as quickly as we can. I was being kind of conservative in my statement of when they would be available.
Okay? It goes really fast when they get there, okay, and then I noticed that both the contractors and this bid are from out of state and I was wondering if you could explain why these are not Oregon businesses. Like I said, they're fairly few contractors that can do this. I can [00:16:00] tell you that in this case.
We're using the case Eva a Cooperative purchasing agreement musco lighting is. Located in Iowa and they move across the country with their teams to do it when we have publicly bid it we only get one bid and it's musco lighting. So I wouldn't expect a different outcome. Even if you did bid it for us if there's any shortage of any trade its electricians.
and they're picking and choosing what they do, so. Given the opportunity to use the competitively bid Cooperative purchasing contract with the premier group that has not only the web based controls, but also the level of service when something goes wrong they come and fix it immediately. They're just a preferred contractor.
[00:17:00] They do have local office though.
Eddie Reynolds
traffic I make sure hides. Hi, dr. King Martin. I.
Okay, so last but certainly not least in terms of another item of for the board. You have the memo, I won't go through it you've read it. But essentially it outlines all the work in the steps that you have taken as a board as you began even last year contemplating a capital Bond the various reports you directed staff to create that.
We began presenting to [00:18:00] you. Whether it was the summer or throughout the fall, those are listed the bond Summit has happened polling has taken place. And now you're at a place position as a board to think about next steps in terms of considering a decision for Capital Bond. So I've just outlined a couple of options for you.
If you felt you needed collectively a work session for staff to come back and. Or to facilitate some more conversation or you could even as early as this evening ask staff Now to create a draft with legal counsel on some sample ballot language so you could actually see what those capital projects look like on a ballot including a local option Levy.
That would be the next thing that you could direct staff to get and compiled for you. I do want to say that in the interim there have been some [00:19:00] asks of staff that we are working on some additional information for you. That could be ready even by June. There was some wonder about what more could we learn around a traffic report or preliminary traffic report on the land that Falls Drive if we have community members wondering about that.
So we are looking into whether there's something additional we could learn on this side of actually. As opposed to something full and comprehensive which would take months and months and even maybe more knowns and unknowns but user something preliminary. There was a wonder about the next Capital Bond capacity not November 2019, but if it's five or six years aboard were to look at Future Capital bonding have we left enough space for future board to consider the next projects?
We have been in contact with Piper. Jaffray. They're working on getting that information for us. And also what potentially could be some large project items so that we could [00:20:00] think about not just bonding capacity. But what amount could be on the next Bond for example, the build out of Meridian Creek the build out of the primary school Frog Pond if those were additional projects there was some wonder about.
If union labor or something that we wanted to consider we did talk to Peter mercero and we could have that response to you. Actually, there is some laws around that that we can't actually discriminate and only have union labor. So there actually are some things around some laws that Peter Marshall could provide and writing for you around that.
There was some wonder about school-based health centers. And we've had some preliminary conversation. Dr. Reynolds was willing to meet and the director King Martin and one of the wonders from this group was whether long range planning committee would take that on but in some of our conversations when we met [00:21:00] there was also wondering of do we create an exploratory committee where we involve more members of our public and more folks who have who are in the medical profession mental health effects of those partners that we've mentioned.
And much like the safety advisory task force. Would you rather commission exploratory Committee just with that and let long range planning committee. Stay kind of bound to its Bond oversight work. There was some wonder about the the West Linn stadium and field and how we communicate about that and as we've been doing continued safety work.
Particularly meeting with the staff at Weston High School around there EOP and safety plan for evacuation. It's become really clear that actually that field and that stadium is the only place where you can have as close to 2,000 students. So how do we also fold some of that language into that project understanding that this is also a Safety project [00:22:00] and not just about Athletics and events.
But that this is the only place where 2,000 students where we could safely evacuate. Outside of a building congregate all the students. So as some questions have come from you formerly in last meeting as well as informally there was a wonder about the local option renewal if you wanted to have some more time to discuss that but also a reference to Lake Oswego s local option or model.
And in looking into that their renewal would be very much like ours of the continued staff. But what they are proposing and Maize ballot is it actually increased their local option by 25 cents and with that increase of 25 cents per thousand that's where they are hiring some additional mental health professionals and SRO stem teacher PE teachers.
Maybe not wanting to have. Full confidence that house bill 3427 was going to come through you can [00:23:00] kind of see some staffing and built into theirs. So I'm just circling back to some questions that came up from last board meeting around have we thought about or could staff look into we could certainly compile some of those things and bring those back to you as well as some sample ballot language if you like to move forward with that.
In my conversations, it's certainly.  my confidence is that we're ready to direct staff to work on the ballot language and resolutions and that you would be forthcoming to address some of those other things that we've raised and that we have time to do that before we have to make a final decision without a special meeting that we can continue just to get some.
Some opportunities in our meetings to get those updates and have discussions of me.  I
[00:24:00] agree. I'm would be ready to see some ballot language and thank you for capturing all those discussion points. Certainly, whether or not we address all of those before we go out, you know take a vote or if we just know that hey, these are things were thinking of we're going to continue those conversations such as you know, potentially an exploratory committee on Mental Health and Medical Health needs in our community.
That was a really inspiring meeting last week. And and what I learned is that there's still a lot of work to do before we could. Move forward in a purposeful way so you know that's not something I need to have answered prior to seeing ballot language but a conversation to continue. So yeah just agree with
so and I agree as well. Thank you for summarizing the questions just one minor clarification. I know that I've asked a couple of times about the use of minority [00:25:00] and women business enterprises, which is a little different than what I heard you say about the use of unions union labor and that came from a parent comment.
There was a parent who spoke at the last meeting and then it Circle back with a board member picking up on that and saying is that just in recognizing that a parent brought that up to the board. Is this something that we should also think about? One more you mentioned the traffic on Willamette Falls Drive.
I was reviewing Stafford Hamlet issues and wasn't completely aware of the intergovernmental agreement discussions that are going on. It was a. It was a Tidings article. I think that summarized three City intergovernmental agreement regarding Stafford Hamlet development. And [00:26:00] the implications are so huge for the school particularly infrastructure.
And you know if it's urbanized could be 600 plus homes. I don't think that's going to happen anytime soon. But I do hope that there's been. Some attention paid to the Stafford Hamlet issue.  Yeah on that one occasionally the three different jurisdictions have like planning meetings where they have their Consultants looking at, you know, the current inventory of homes and that sort of thing.
I attended one last week with city of Tualatin, which was interesting to me because of our East Edge through voxels, and that's our thing and. Did learn their perspective and I've been engaged with city of West Linn, of course, they have their perspective. So we do pay attention to it. I see those same messaging and I enroll to [00:27:00] the Stafford Hamlet newsletter and all of their stuff.
We're paying very very close attention to that.
We're go then for to have you go ahead and draft ballot language and resolutions through legal counsel and bring back that labor and I assume with that that would be an opportunity to talk about the local option Levy. A little bit more in depth because we'll see the ballot language and probably the chance okay to dive into that more.
On that note. There's a wonder that I sent to both chair and vice chair around the June 3rd next meeting which is the Monday and then you have three graduation ceremonies and if you feel that you can. Combined we also did [00:28:00] placeholder holding June 10th for a work session in case you needed that for the capital Bond or discussion.
If you'd like to move the regular meeting to the 10th that gives you some reprieve in that week of not having four nights, but just having the graduations and then we can move all of the business to June 10th. The biggest item on June 10th is the budget approved adoption that could come before the board.
Otherwise we can then also put you can take a look at ballot language and have a full agenda on the 10th instead of the Third.  Oh, it's a board supportive of not having a June 3rd meeting and then moving the get receiving the sample ballot language and resolutions at June 10th. Despite it being the budget committee.
So the the June 10th meeting would theoretically [00:29:00] be our that would be our last budget meeting. We would have already had to at least budget meetings. Okay, and that's the only thing that so far we know would be on the agenda and likely the budget would have been approved by the committee and going to the board for adoption.
So you would have had the 13th. We've also got a placeholder of May 16th also to talk more about the budget and if you just need those two sessions, then you're moving it forward to the June for adoption. We don't have a full agenda. So far in the third. I just making sure we're not creative. Well, you have you have put forward these policies that you did not adopt this evening, so they were first read.
And we'd be bringing them also forward in June for the second read and for comments from the public.  I think another item on the June 10th agenda probably be the superintendent evaluation. [00:30:00] So yes, we're still doing that this year.
we want to. Back again in May to see how we feel like we're doing for me.  I don't have a strong opinion today. So we could defer the decision less other people have a strong opinion. I'm okay their way people care strongly. I have a pretty strong opinion about three graduations in school board meeting in a single week.
I'd rather have a marathon session on the 10th and trying to do for school board nights in a week. I think what I would ask the board to begin thinking of clearing the afternoon on the 10th is so the potential early start on the 10th. If we're going to have a marathon session then be some decent half-hour [00:31:00] break for a meal or you know, so anyway think about that and we'll have that be.
That's what I just want to thank my colleagues for preparing such a comprehensive presentation for you tonight. And for the principals who were here the parents who are here, and I know that these videos get watched for an opportunity for many others to tune in and to get the information and you know, this is courageous work in a lot of ways to too.
Leading inclusive practices in the state when it's relatively new in terms of pioneering that work and dr. Spencer items handed me this little map this evening that showed we are up to now 13 school districts who have visited West Linn Wilsonville in the last couple of years looking for partners in this work on inclusive practices and looking for those who are moving the work and the [00:32:00] word is out there come visit Wesson, Wilsonville.
We haven't got it all figured out but we wanted to privatize our practice. We want to open our work. We want to be transparent. We want Partners in the work tomorrow group is coming from Idaho that another group coming as far away from Tennessee. And so the word is out there across the nation around.
How do we desegregate our school? And do this complex work together, and I want to thank Jeff. Dr. Jennifer Spencer. I'm dr. Josh flossie the many courageous teachers in their classrooms to parents behind them who support them and most importantly our school board. We couldn't lead but this confidence if we didn't believe the five people sitting in these chairs supported the mission Support Division and supported all children.
So, thank you. Thank you, dr. Ludwig. And I said this last year at your evaluation that I believe you're a leader not only for our district that your leader for the state and [00:33:00] Nationwide and this is one example of that. So thank you for you.
We are adjourned.