January 14, 2019 Board Meeting Part 4
[00:00:00] Thank you very much. All right. Thank you, David.  Ready?  Yeah chorus nice to see you here tonight.  There's a public school system were.
a group that. Go through Cycles all kinds of Cycles some shorter. Some longer our district for many many years of longer cycle is the update of our long-range plan a personal level and I think from a district perspective. We were the first school district in the state of Oregon that had an organized long-range facilities plan and we have stayed with it for many many years.
And this is the latest iteration of that.
[00:01:00] You found today when you came a fairly large document is currently continues to be in draft form. Our long range planning committee has met regularly and recently. Fairly often to go over this as we've considered various component pieces of the long-range plan. I will tell you as we said when we started out with this exercise that it's not a whole new rewrite.
It's an update to the existing plan that we have and so the format and the way it's put together is very very similar. I'll take a moment to thank architect Della ivi group Rebecca Stu Kerr and Jim Fitzpatrick who are here. Thank you. [00:02:00] Sorry, Jim, but Rebecca in particular.  Spent an enormous amount of time with our staff each individual administrator and various others to really really understand the programs that this District.
Has in place to help educate our kids and her ability to translate what she heard into the narrative that you see is extraordinary of just say that and when you start reading it, you'll understand how extraordinary that was. And then finally, I'll mention Tyler Beck who is with Flo analytics is very very helpful as you recall through the summer they did.
Kind of practice Runners. They learned eyes District to give us an update and then they updated it to the true numbers from our descent or September [00:03:00] 30 count into the current iteration of the enrollment projections. And those are included in the long range plan as an appendix to it as you go through it just decide mentioned.
In the table of contents at the end, you'll see the listing of appendix items. I think they're all useful. They're located either in the long range plan, which is important or in the capital Improvement program, which is a companion document to what you have.  And you might want to take a look at those is just important support of information that is there as you go through.
Of course, the purpose of the long-range plan is a record of program and building initiatives. It's a tool to forecast facility needs our capacity and enrollment and in coordination with local planners briefly [00:04:00] talk on that in 2017. Our legislature passed and ORS law. Required large school districts to have a long-range plan large districts are any that have an enrollment of 2,500 or more?
So we clearly fall into that. It has certain requirements within the law itself. You'll find that law in the appendix. You're also then find a statement of opinion from our land use planner Keith Lydon, who is also very helpful and has been with us for many many years the recognizes our compliance on the various component pieces of that.
And so this plan the one major difference between this one and the past ones. We had previously usually looked at a five-year look, Under state law they asked for a tenure and so we have done that both in the enrollment [00:05:00] predictions from flow analytics. And in our own view of the needs of this District into the future and then the long range plan also is a link to Future Capital Improvements.
It's really the purpose of it yet. We focus a lot on the programs that drive the facility needs of the. And that's what you would find in it. The history listed up. There is not quite right. The original was 1996. There was an amendment in 2001 and 2005 one in 2007 one in 14. And now this is the fifth amendment of 2019.
So I'll briefly go through it in. This is going to be brief knowing that you have it yet. You haven't seen it. You haven't looked out you haven't had that opportunity. So I'm not going to drill into any very specific things. I think you'll all have the [00:06:00] opportunity to do that. But the long-range plan is got three parts which we developed about.
Three Cycles back part A is the framework for excellence. This is where we talk about. Our values themes educational needs of basis of facility planning decisions. And if you go through that it's a pretty fascinating read on how this district educates and prioritises the education of our kids.
Excuse me. Part, B is entitled school facilities that describes learning space capacity. David mentioned that are long-term and short-term enrollment potential growth and then provides estimates for long and short term facility needs. It's the section where you see all kinds of graphs and that sort of thing part C then is a discussion of the capital improvement [00:07:00] process is not where you'll find capital projects.
With the whole process and way we go about creating and developing Capital Improvements.  So under that part a.  This is always a favorite picture. I don't know anybody on there, but it's been around for a long time our district Mission Vision and values. Here are some of those programs. I won't go through all of them, but there is a full narrative for each of those particular programs that do shape our schools.
And then there are initiatives to build resilience schools. And that's a new term that's been introduced to this long range plan and hold idea visit of resiliency within the public system the programs we have and the facilities that support them.
Under Part B under the school facility section. I'm not [00:08:00] going to go into this either but this is just an example of many of the different tables. You will see I would suggest you look at those. I think there's it comes directly from the flow analytics data, but is put into. Smaller tables with a narrative that describes what that table is particularly talking about.
we split this section into two parts one is the tenure enrollment forecast, which is what flow analytics did and so it's it's more detailed data driven assessment of the needs of the district the growth within the district whether it's at a particular School. Whether it's in a particular City or particular level.
And then the second part of that is what we call greater than 10 year enrollment forecast. And for us we're unique a [00:09:00] bit within the metro area where we have what's known as the Stafford triangle that for Metro itself. Is a big question and people live within that area of the county. There's a certain amount of uncertainty yet Metro I think is coming to grips with it to some extent but it's the one that does project significant enrollment increases if and when that would happen and I think when you look into the detail of it and some of our conversations with Metro directly.
That's like 2045 2060. So it's further out but over the years. We've always paid pretty close attention to it. See what it might mean for us into the future.  And then part C is the capital Improvement section. It might identify facility needs project evaluation criteria, which is. Kind of important in [00:10:00] terms of prioritizing which projects are most important at any particular time and then the process of the update to the long range plan the CIP timing and the sequence and I'll just note that David Lake actually.
I don't know six eight ten years ago spent a good amount of time to commemorate. This districts pathway for determining the timing and the types of projects. It's been very very useful for the last many years that gives us some sense of what the specific tasks are how long it might take so the work always in front of.
Being responsive to enrollment needs. I mentioned that this [00:11:00] document has both the long-range plan in it and it talks about the district in general enrollment in general things like that, but it doesn't. Specify exactly the capital Improvement program the projects that might be responsive. We've always split into two documents and the companion document to that is the capital Improvement program itself.
Which is broken into four kind of broad categories. There's an overview there's excellence in education. Capital Improvement planning process and then a capital projects list and next steps and what it really does is provide the what why how and when of the capital Improvement program itself, it's a shorter document it draws directly from the [00:12:00] long-range plan itself and in it, you do find the very specifics of.
Various unknown prioritized projects in terms of responding to Phyllis facility needs for the district. Keep up with enrollment program changes a variety of things and you'll find a list at the end of.  at the end of the capital Improvement program itself. Next steps is David mentioned on January January 28th.
We will schedule a work session a joint work session with our long range planning committee will have our Consultants with us. It will be a time when the board can discuss questions comments wonderings. We believe the projects. And the plan itself have been [00:13:00] well thought out we have worked diligently on it for a good amount of time now.
It remains in draft form until a board would adopt it, which is required Under Oregon law and we would expect that fouling that. January 28th work session where we can have more discussion as the school board views this and reads it and I would encourage you to do it. I have read it cover to cover it always fascinates me.
It is very unique amongst School District plans, and it tells you so much. About this District both our history how we prioritize education how we remain up to date and in sync with contemporary educational [00:14:00] models and then how those affect the facility needs of our district into the future for the benefit our patrons and our kids.
So I would really encourage you to read it is it's a fascinating. Expose of this district and its deepest history and and deepest interest in educating our kids at the highest quality that we possibly can. I believe at that meeting we will invite Jeremy right with right public affairs. He'll be with us to help us think and talk about some of the things that might be in this it might also be an appropriate time for us to contemplate and discuss a bond Summit that in our planning process is one of the next steps that might come along the way.
We would ask that if you do have those questions or comments, you could get [00:15:00] them to us in writing similar to how we might do the budget committee work as you read through things and you can do it. You don't have to just hold them all if you have questions send it to us. The plan itself is long.
Part of the reason. I read it cover-to-cover was make sure that it had. Minor edits and Corrections here and there you might find some more appreciative of that. If there are certain things you'd like to more know more about if there's some more background work we need to do or most happy to do it.
We wanted to be very complete and understanding for you and our public as we continue to move forward. So we encourage you to get us any questions or comments. I think you can direct them to Cathy or Kelly. And I think I would I would just clarify on that is of course a work session is a generative process.
So you're not sending us everything you're [00:16:00] thinking of asking and discussing. I guess just ones that you know staff may have to go out and get additional information and seek that out so that we could bring that that would just be helpful so that net evening if there are things that you'd like at hand or.
If you plan to ask a question, that would imply that or that would be a need for us to go out and get quite a bit of information. Then we would just ask for some timing on that. But certainly we're not expecting long range planning committee or the board to send us every question that you're planning to ask.
It is going to be a work session. It's an it's designed for you to generate questions and to bring expected was for work. So I hope that helps clarify that. So that's my presentation. If you have questions now, I'm happy to help answer them.
Just wanted to say thank you. I won't have questions like review this more [00:17:00] thoroughly. I will say that I recall when I was first coming onto the board and I wanted to learn about the district's can Tim. I wholeheartedly agree with you that this is an incredible insight into our schools what we prioritize how we go about conducting our business and how we address the needs of the.
It was the dock one document from which I think I learned the most and so I do look forward to it to reading this update, and I just want to thank our long range planning committee members, especially those of you who were able to join us in sit here this evening and and share more of your volunteer hours with us here tonight, and I look forward to talking to you guys in a couple weeks.
So, thank you.
I would take a moment to thank Chelsea to been very very helpful and very inquisitive yet knowledgeable with wisdom from the board perspective that's [00:18:00] influenced and help us in preparing an answer a lot of the questions that might be there. Thank you coach Joseph.  Thank you for the long range planning committee and Tim and step 4.
Three-point look forward to diving into it. I just one line of clarification you indicated that following the 20 January 28th work session. You anticipated the board would approve so we can go from draft to final I think I just clarify at the end of the Jen the work session. Do you anticipate action or would that be reserved for a formal for a regular meeting?
Can you repeat that? It could really take action on the 28th during a work session or during the February 4th regular meeting. I think we are recommendation that there's actually a draft resolution in this that's dated for the 28th where we expect that if there's enough edits or comments and we need to do some more work to it [00:19:00] before it then is adopted.
I think we have some time to do it. The importance is having it now and having us review. And just for clarification the part the board is approving on the 20th is a long-range plan. Right? Not the capital Improvement program such as the long-range plan that will take more work and insight for all of us.
Very thank you.
We need to determine when we're going to have the follow-up from our board retreat with our OSB a board work session which we postponed in December. [00:20:00] Mr. Gus, can you help me? What's our cause yes, so the question that we have before the board tonight is the OSB a facilitated work session Renee sessler is available on February 11th.
She's not available on the 25th, which is the regularly scheduled board work session. So we'd like to know if we can. Go ahead and solidify that agreement with Renee sessler on the 11th and not have the board work session on the 25th.  We have a school board meeting on February 4th.
And the blood work session is was adopted for the 20. Okay, so well for me because I somehow have the 11th is the work session on my calendar anyway, so I had it reserved three. I have three meetings preserved on my calendar as well in February would like to keep the regular one on the fourth. We'd like to keep the work session on the 11th and remove [00:21:00] the one on the 25th.
Very good. That doesn't work for director.
So if the 11 doesn't does not work, we would have to pick another date that OSB a that Renee's available to come.
And I would need to ask her are we looking at another day than another day of the week? We can be sent an email to her and see what her availability is and then get those dates out to you. You also mentioned tonight that you'd like this work session of some time to learn more about pers and some of what you heard tonight.
If we keep the 25th. I'm just thinking of time is moving here and pretty soon we get into our budget process. So if you'd like to keep the. We could plan for [00:22:00] that being one of the items on that work session and then there may be other business we could do or just have it being a short work session with that beauty and being the only item and then finding a date with Renee sessler that may or may not be on a Monday.
Yeah, but that works with all board members. Yeah, I think because I think we talked about that that it may not be regular schedule. I'm fine with keeping the 24th. And we're deleting. We're deleting the 11th. Yes.  All right. Thank you Lord, and thank you again for all the recognition
we are adjourned