woodburn school district regular meeting agenda april 21, …regular meeting agenda april 21, 2016 ....

Woodburn School District

Regular Meeting

Agenda

April 21, 2016

WOODBURN SCHOOL DISTRICT 103

Regular Meeting Agenda

French Prairie Middle School Library

April 21, 2016 - 7:30 PM

Work Session 6:30 pm

Work Session:

Standard Response Protocol (30 minutes)

-School Resource Officer Plan

Executive Session 7:00 pm

Under ORS 192.660 (2)(i)

To review and evaluate the employment-related performance of the chief executive officer of any public

body, a public officer, employee or staff member who does not request an open hearing.

Regular Meeting: Agenda

1) CALL TO ORDER:

1) 1. Pledge of Allegiance

1) 2. Adoption of Agenda

2) REPORTS:

2) 1. Business Office

Presenter: Nancy Hall

4

2) 2. Bond Updates

Presenter: John J Henri & John O Henri

5

2) 3. District Parent Advisory Committee

Presenter: Sonia Kool

2) 4. Biliteracy Seal

Presenter: Victor Vergara and Liliana Heller-Mafrica

8

3) PUBLIC FORUM:

4) CONFIRMATION ITEMS:

4) 1. Regular Board Meeting Minutes of March 3, 2016 10

4) 2. Personnel 15

4) 3. Financial: Revenue & Expenditures 16

4) 4. Acceptance of Gift/Donations 19

4) 5. Surplus Property Disposal Report 23

4) 6. Funding Proposals & Applications

4) 6. 1. Seamless Transition Pilot Project Cohort 34

4) 6. 2. Projects to Improve Literacy Outcomes for English Learners with Disabilities in

Grades Three through Fire or Three through Six.

35

5) BOARD ACTION ITEMS:

5) 1. OLD BUSINESS

5) 1. 1. N/A

5) 2. NEW BUSINESS

5) 2. 1. Migrant Summer School Resolution 36

5) 2. 2. School Closure on January 4, 2016

5) 2. 3. Teacher Appreciation Week Resolution 37

5) 2. 4. PACE Declaration of Trust Information

Presenter: Casey Woolley

38

5) 2. 5. Math Adoption

Proposal and First Reading

Presenter: Laurie Cooper & Nicole Pete

41

5) 2. 6. Non-resident Transfers 2016-2017

Presenter: Chuck Ransom

5) 2. 7. Job Description Update: Maintenance Supervisor 43

6) BOARD ANNOUNCEMENTS

Date Time Event Place

4-27-16 6:30 BAAC Meeting District Office Room 101

4-28-16 6:30 First Budget Committee Meeting FPMS Library

5-05-16 6:30 Board Work Session FPMS Library

5-12-16 6:30 Second Budget Committee Meeting FPMS Library

5-19-16 6:30 Work Session & Regular Meeting FPMS Library

7) FUTURE AGENDA ITEMS:

8) ADJOURNMENT:

WOODBURN SCHOOL DISTRICT

Business Office Report April 21, 2016 I would like to recognize all of the Business Office staff for their hard work, dedication, and commitment to Woodburn School District. Following are only a few of the many tasks they each perform: Payroll/Benefits: Robin Severson

• Process payroll for 750-800 employees each month • Process year end reports including W-2s, PERS reconciliation, and the new Affordable Care Act

(ACA) reporting requirements for almost 1,000 employees • Manage all benefit requirements including; health insurance; tax sheltered annuities; disability

claims; and retirement processes • Manage health insurance plans for 603 employees and 31 retirees • Input and process all payroll deductions • Manage ACA monthly reports, determine employee eligibility, and affordability which requires

in depth knowledge of the new laws

Accounts Payable/ Payroll: Melissa Quitevis • Process approximately 1,000 invoices each month • Work closely with building staff and vendors to make sure that payments are made accurately

and timely • Process timesheets for approximately 325 classified staff and assist Robin in other payroll duties • Manage District staff travel arrangements including hotel and air reservations • Process District staff VISA requests and ordering • Updates the Business Office webpage as requested

Accounting Specialist: Sandy Arellano

• All aspects of grant management for approximately 85 grants, including: setting up grants in the General Ledger; electronic grant claims; grant reporting to meet various internal and external requirements; and tracking grant revenues and expenditures

• All District invoicing for grants and other programs • Banking including: deposits; monthly bank reconciliations; and tracking investments • Manage leave accounting for all District staff • Assist with payroll processing and reconciliation; employment verifications • Process all employee expense reimbursements

Assistant Secretary: Tina Kamakeeaina

Tina is half time in the Business Office and half time in the Maintenance Department • Run the Maintenance Work Order System, review orders, and assign to appropriate personnel • Process invoices and requisitions for Maintenance • Enter Maintenance staff leave requests • Assist with secretarial duties related to the Bond Projects including; filing, typing meeting

minutes, and converting files to electronic storage • Business Office requisitions and supply orders • Process Conference Requests to electronic storage

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Woodburn School District 2015 Capital Improvement Bond Program

Project Information Sheet

Welcome Center and New District Office Project Status Report March 2016 Project Status:

.

Project Schedule: On schedule

Project Start: December, 2105

Final Completion: May, 2016

Initial Project Estimate: $2,958,527.00

Amended Budget: $3,614,527.00

Current Status: On Budget

Forecast: $3,614,527.000

Project Arch.: BBL Architects

Project Arch.: Lang Bates

CM/GC: Triplett Wellman Contractors

Construction Manager: Steve Duch

February Project Activities:

• Tighten the structural steel to meet specifications

• Interior wall framing • Mechanical, electrical

and plumbing, overhead and in wall rough-in

• Prepare for second floor expansion

• Remove roof structure Replace roof structure

Welcome Center New District Office Welcome Center and New District Administration Office District Training and Conference Center

After School Program Offices

PROJECT MANAGEMENT: Project Management Company: J.J. Henri Co. Inc.

Bond Project Manager: John O. Henri Telephone: (503) 981-9555 Email: [email protected]

Project Activity

April Project Activities

• New roofing installation • Electrical rough in • HVAC installation • Begin dry wall

installation • Continue fire protection

rough in • Continue plumbing

rough in • Continue 2nd story

expansion

Upcoming Activities:

Complete electrical rough -in• • Complete mechanical

equipment installation • Complete Dry Wall

installation • Begin low voltage and

communication cable installation

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Success Alternative High School Project Details Project Status Report

March 2016

.

Project Schedule: On Schedule Project Start: May, 2016 Final Completion: July,2017 Amended Budget: $6,103,024.00 Current Status: On Budget Forecast at Completion: $ 6,103,024.00

Project Arch.: Opsis Architecture Project Arch.: Mark Stoller

CM/GC: Triplett Wellman Contractors Construction Manager: Steve Duch

New Success Alternative High School Site

April Activities: • Submit for Conditional

Use / Planning Review • Geotechnical

investigation • Schematic Design • Project estimating • Project schedule

New Success Alternative High School: Alternative High School Program Continuing Education Program Community Meeting Space



Upcoming Activities • Design Development • Identify building

materials • Finalize Floor Plans • Develop building

specific details. • Project schedule

March Design Progress:

Project Activity

6



Washington Elementary School Project Details Project Status Report March, 2016

.

Project Schedule: On Schedule Project Start: June, 2016 Final Completion: August,2018 Amended Budget: $ 11,328,962.00 Current Status: on Budget Forecast: $ 11,328,962.00

Project Arch.: Soderstrom Architects Project Arch.: Henry Fitzgibbon/ Marlene Gillis

CM/GC: TBD Construction Manager: TBD

April Project Activities:

• Submit for Conditional Use / Planning Review

• Geotechnical investigation

• Schematic design • Project estimating • Project schedule

Washington Elementary School: Classroom Addition New Gymnasium New Media Center Upgrade Building Support Systems

(HVAC, intercom, Fire Systems)



Upcoming activities • Design development • Identify building

materials • Finalize floor plans • Develop building

specific details.

March Design Progress: • Enter the Programming

Phase • Establish

communications with the City

• Review City standards and requirements

• Identify the space program needs of staff and students

• Issue preliminary floorplan for approval

Project Activity

Washington Elementary School 7

OREGON STATE SEAL OF BILITERACY SEAL - ABSTRACT

WHEREAS THE WOODBURN SCHOOL DISTRICT HAS A MISSION TO GRADUATE BILITERATE STUDENTS IN ENGLISH AND SPANISH, OR ENGLISH AND RUSSIAN AND HAS OFFERED DUAL LANGUAGE PROGRAMS SINCE 2003, WHEREAS THE WOODBURN SCHOOL DISTRICT HAS FIVE SMALL HIGH SCHOOLS: ACADEMY OF INTERNATIONAL STUDIES (AIS), WOODBURN ARTS AND COMMUNICATION ACADEMY (WACA), WOODBURN ACADEMY OF ART SCIENCE AND TECHNOLOGY (WAAST), WELLNESS BUSINESS AND SPORTS SCHOOL (WEBSS), AND SUCCESS ALTERNATIVE HIGH SCHOOL ALL OF WHICH HAVE FOLLOWED A UNIFORM PORTFOLIO- BASED REVIEW AND BILINGUAL INTERVIEW PROCESS FOR RECOMMENDING BILITERATE GRADUATING SENIORS TO THE OREGON DEPARTMENT OF EDUCATION TO AWARD THE STATE SEAL OF BILITERACY IN THE CURRENT 2015-2016 SCHOOL YEAR. WHEREAS THE OREGON STATE SEAL OF BILITERACY OFFERS AN OPPORTUNITY FOR BILITERATE GRADUATING SENIORS TO BE OFFICIALLY RECOGNIZED, STUDENTS HAVE ASSEMBLED BILINGUAL PORTFOLIOS AS EVIDENCE OF ADVANCED SKILLS IN READING AND WRITING, AND PARTICIPATED IN BILINGUAL ORAL INTERVIEWS DEMONSTRATING ADVANCED LISTENING AND SPEAKING SKILLS IN ENGLISH, AND A PARTNER LANGUAGE,

WOODBURN SCHOOL DISTRICT

Woodburn, Oregon

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OREGON STATE SEAL OF BILITERACY SEAL - ABSTRACT

GRADUATING SENIORS FROM THE WOODBURN SCHOOL DISTRICT APPLYING FOR THE STATE SEAL OF BILITERACY HAVE MEET ALL STATE REQUIREMENTS FOR GRADUATION AND HAVE MEET THEIR ESSENTIAL SKILLS IN ENGLISH. ADDITIONALLY, THEY HAVE A CUMMULATIVE GPA OF 3.0 OR HIGHER AND HAVE DEMONSTRATED ADVANCE PROFICIENCY IN ENGLISH, AND A PARTNER LANGUAGE. THE PRINCIPAL, COUNSELOR, AND BILINGUAL TEACHERS FROM EACH OF THE SCHOOLS PARTICIPATED AS PANEL MEMBERS FOR THE OREGON STATE SEAL OF BILITERACY THROUGHOUT EACH CANDIDATE APPLICATION PROCESS. THE ACTFL SCALE, LEVELS 7 THROUGH 10, PERFORMANCE DESCRIPTORS, WERE USED TO RATE BILINGUAL PORTFOLIOS AND ORAL INTERVIEWS BY TWO OR MORE RATERS.

_________________________________ CHARLES RANSOM, SUPERINTENDENT

____________________________ _____________________________ VICTOR VERGARA, AIS PRINCIPAL GREG BAISCH – WACA PRINCIPAL ______________________________ _____________________________ ERIC SWENSEN – WEBSS PRINCIPAL GERI FEDERICO – WAAST PRINCIPAL

_________________________________ JENNIFER DIXON- SUCCESS PRINCIPAL

______________________________________________ LILIANA HELLER-MAFRICA – HS PROJECT LEAD

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WOODBURN SCHOOL DISTRICT 103 Regular Meeting Agenda

French Prairie Middle School Library March 3, 2016 - 7:30 PM

The Woodburn School District Board of Directors met for a work session and regular session at the French Prairie Middle School Library, Woodburn- Oregon.

The following individuals were present: Linda Reeves, Board Chair Gustavo Gutierrez, Board Member Linda Johnston, Board Member Dave Vancil, Board Member Chuck Ransom, Superintendent Jenne Garcia, Board Secretary

Called to order: 6:32 pm

Work Session 6:30 pm

Work Session:

ASC Planning for the future

History and evolution of the ASC, looking at long range projection on how we are going to sustain it. ASC is a mainly grant funded program. Title IV.

• $500,000 grant money for all 3 years • Supplying programs like ASC is essential in communities like Woodburn • Title IA may be used for reading and math • Nellie- offers extended day • Athletics- included in co-curricular activities • Important to establish a fee for activities, including sports • Next parent advisory group meeting- March 15 • Hit capacity this school year, over 100 • Current funds don’t fund more staff so we have to set a cap on the number of students we can serve. • $1000 actual cost per student • 70 hours of PD for ASC staff, 4 times a year

o First Aid o Food Handlers o Restraint

• This year we cut programs, next year we will lose $125K • 18.6% of students have been involved in an ASC program • Elementary- 15 to 1 ratio • MS- 20 to 1 ratio • We can take volunteers

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o RSVP (volunteer program) o Working with high school volunteers

• Parent meetings will continue

Board went into Executive Session at 7:13 pm

• Under ORS 192.660(2)(e) To conduct deliberations with persons designated by the governing body to negotiate real property transactions.

Regular Meeting: Agenda

1) CALL TO ORDER: 7:35 pm

1) 1. Pledge of Allegiance

1) 2. Adoption of Agenda Dave Vancil moved to adopt the agenda as presented. Gevin Gregory seconded the motion. The motion passed.

2) STAFF STUDENT RECOGNITION:

2) 1. After School Club Wendie Wierstra, Program Secretary recognized

2) 2. Maintenance Lorin Stanley recognized staff from the Maintenance Dept. Bob- 1993 staff member, Maintenance II Mike- July 1992, Demetrio- July 1989 Aaron- Washington ES Erica- July 2010, Maintenance Secretrary

3) REPORTS:

3) 1. After School Club Presenter: Karen Armstrong Coordinates the ASC in Woodburn School District K-12 Elementary Program- structured, 30 minute activities Middle school- Hourly transitions High school- tutoring after school 4 days a week and credit recovery classes Success- open agenda This year focus has been on parent engagement.

• Parent handbook • Parent Advisory Group • Parent Survey- results not complete

o 72% have said the program is extremely valuable • 21st Century Grant • Year 3 of 5 year funding • Summer CTE proposal- declined • 46 schools have submitted a STEM proposal- 4-8th grade

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• Activities offered: o Hour of code o Relay Recess o Thank you cards o Maker Party o STEM Festival o Physical Activity

• Summer camp o This year at Heritage o 2015 served 152 students o 8 week summer camp

7 am to 6 pm

3) 2. Maintenance Presenter: Lorin Stanley

• Final inspection on Grand Stands happened next week, now usable • Practice Field behind the stadium was not protected and is damaged • Fields at FPMS fields are saturated • 2fields that are currently being mowed- new Football field, soccer field • Lorin reviewed report provided in the packet • Cabinets at NMES are not funded, possibly use the cabinets that were pulled out of

the Meridian building

3) 3. Bond Updates Presenter: John O Henri Washington and Success sites are still in systematic design phase.

• Submission to the City is being planned Welcome Center and DO-

• Structural delivery • Room truss delivery • Beams installed

o Support the building • Expansion of Board room required moving and installing of beams • First floor framed out

4) PUBLIC FORUM: George Roberts, FPMS Team Concerned with involuntary transfers happening at the FPMS

5) CONFIRMATION ITEMS: Linda Johnston moved to approve in mass the confirmation items as presented in 5.0. Gevin Gregory seconded the motion. The motion passed.

5) 1. Regular Board Meeting Minutes of February 18, 2016

5) 2. Personnel

5) 3. Financial: Revenue & Expenditures

5) 4. Acceptance of Gift/Donations

12

5) 5. Surplus Property Disposal Report (N/A)

5) 6. Funding Proposals & Applications

5) 6. 1. Kitchen Fable Grant (Washington ES)

6) BOARD ACTION ITEMS:

6) 1. OLD BUSINESS

6) 1. 1. Policy Updates, Second Reading BBFA, BBFB, EFAA-AR, GBC, IGAEB, IGBAF-AR, IKF, IL, INDB, JEA, JEBA, JEC, KL, KL-AR, LBE-AR Linda Johnston moved to approve recommended Policy updates as presented. Dave Vancil seconded the motion. The motion passed. Discussion: Chuck and Jenne will follow up with OSBA to slow down on all corrections, to update similar policies to possibly once a year.

6) 2. NEW BUSINESS

6) 2. 1. Staff Renewal Contracts Foreign staff- temporary renew- can renew up to 3 years Temporary Renewal- will be open positions Statewide- teacher shortage Mentor program- huge positive impact Linda Reeves moved to approve the Staff Renewal Contracts as presented. Linda Johnston seconded the motion. The motion passed.

6) 2. 2. Classified Appreciation Week- Resolution 16-002 Resolution read by Linda Reeves Dave Vancil moved to approve the Classified Appreciation Week Resolution as presented. Gevin Gregory seconded the motion. The motion passed. Discussion for record: The district would not run without the classified employees, classified staff are the backbone of the Woodburn School District.

6) 2. 3. Resolution No. 16-003 Authorize Superintendent to Enter into Real Estate Transactions to Purchase Property Linda Johnston moved to Authorize Superintendent to Enter into Real Estate Transactions to Purchase Property. Gustavo Gutierrez seconded the motion. The motion passed.

6) 2. 4. Resolution 16-004 Approve Jimco Electrical Contract, Inc. as the contractor for the Network Cable Expansion/Fiber Replacement Project RFP 16-102

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Replace fiber cable- outdated, update technology Replace it with single optic fiber Project will be done and completed summer of 2017 Dave Vancil moved to approve Resolution 16-004 as presented. Linda Johnston seconded the motion. The motion passed.

6) 2. 5. Resolution 16-005 Approve Pacific Star Communications, Inc. as the Network Switch Expansion Project Dave Vancil moved to approve Resolution 16-005 as presented. Linda Johnston seconded the motion. The motion passed.

6) 2. 6. Resolution 16-006 Approve Structured, Inc as the contractor for the Wireless Access Point Improvement Project Dave Vancil moved to approve Resolution 16-006 as presented. Linda Johnston seconded the motion. The motion passed.

6) 2. 7. Renew term for Budget Committee Members Recommendation to renew Shantelle Naeve and Thor Waage for 3 years as Budget Committee Members. Linda Johnston moved to renew Shantelle Naeve and Thor Waage to serve on the Budget Committee for 3 years. Gustavo Gutierrez seconded the motion. The motion passed.

7) BOARD ANNOUNCEMENTS Date Time Event Place 4-07-16 6:30 Board Work Session FPMS Library 4-14-16 6:30 Budget Work Session FPMS Library 4-21-16 6:30 Work Session & Regular Meeting FPMS Library Include BAAC meetings in next Board Announcements

8) FUTURE AGENDA ITEMS: Supt and Board Evals Board Eval- April 7 Athletic needs list- move to Budget Committee presentation CTE Plan Training of staff- personal development, support each other, built relationships

• What admin are doing for staff • Present by level • Staff development

Showcase technology

9) ADJOURNMENT: 8:50 pm

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Agenda Item 5.2 Personnel Actions Background Information: April 21, 2016 Contact Person: Casey Woolley

Action Requested: It is recommended that the Board approve the following licensed staff. NAME POSITION LOCATION FUNDING DATE

LICENSED HIRING Christoff, Craig PE/Health Teacher WAAST Local 8/22/2016 Fletter, Taylor Language Arts – Temporary WeBSS Local 4/4-6/13/16 Maloney, Michael Elementary Bilingual Teacher Lincoln Local 8/22/2016 Propst-Campbell, Ian Elementary Bilingual Teacher Washington Local 8/22/2016 Sasaki, Gwenyn Elementary Teacher Lincoln Local 8/22/2016 Spainhower, Erica Elementary Teacher Lincoln Local 8/22/2016 Thackham, Brityn Elementary Teacher Lincoln Local 8/22/2016 Vela, Alma Elementary Bilingual Teacher Lincoln Local 8/22/2016

OTHER PERSONNEL ACTIONS FOR YOUR INFORMATION

HIRING

Lopez Rodriguez, Gabriela Site Supervisor ASC – Lincoln 21st Century 3/8/2016 Salgado Salgado, Maria G Educational Assistant Washington Local 3/31/2016 RESIGNATION Bebe, Kathy Instructional Coach WACA Local 6/24/2016 Brown, Victoria Teacher Lincoln Local 4/12/2016 Gonzalez, JoAnn E Special Ed Assistant Heritage Local 3/11/2016 Harris, John Campus Monitor ASC-WHS 21st Century 2/04/2016 Jagelski, Amanda Teacher Lincoln Local 6/13/2016 Kincaid, Monica S. Head Secretary AIS Local 7/27/2016 Rentz, Julie Advanced Math Teacher WAAST Local 6/13/2016 Riley, Amanda Special Ed Teacher WACA Local 6/13/2016 Stanley, Lorin Maintenance Supervisor District Office Local 4/15/2016 Stephens, Ellen Teacher Nellie Muir Local 6/13/2016 Forrest J. Fisher Technology Coordinator District Office Local 4/15/2016 RETIREMENT Frankel, Nida Assistant Secretary Valor Local 6/30/2016 Grubb, Michael S Head Custodian WHS Local 6/30/2016 Reese, Karen L Nutrition Services Specialist District Office Local 3/08/2016 Rodriguez, Lena Language Program Coordinator Heritage Local 6/30/2016 TERMINATION LAYOFF CHANGE OF STATUS

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Woodburn School DistrictBoard of Director's General Fund Budget Report

March 31, 2016 (Unaudited)

REVENUES 2015-2016 BudgetRec'd as of

3/31/16Budget Balance % Received

Local 7,839,300 7,363,602 475,698 93.9%

County 1,684,235 874,758 809,477 51.9%

State 50,649,273 41,956,437 8,692,836 82.8%

Federal 6,500 10,330 -3,830 158.9%Add Fed Forest Fees

Beginning Fund 6,250,000 8,533,274 -2,283,274 136.5%

Total $66,429,308 $58,738,401 $7,690,907 88.4%

EXPENDITURES 2015-2016 Budget Spent YTD EncumberedBudget Balance

% Spent/ Encumbered

1111 K-3 Instruction 5,268,695 3,070,612 1,629,003 569,080 89%

1114 Elementary IB 16,312 2,105 11,717 2,490 85%

1121 Middle School 5,053,077 3,096,564 1,710,171 246,343 95%

1122 Middle Extra Curr 167,250 149,418 13,343 4,489 97%

1131 High School 6,778,567 4,037,197 2,550,966 190,404 97%

1132 HS Extra Curr 526,208 369,415 96,441 60,351 89%

1133 IB & Adv Placement 195,403 168,001 32,014 -4,612 102% Add laptops

1134 Intramurals 950 893 0 57 94%

1135 Intervention 500 0 0 500 0%

1140 Creative Lrng Ctr 251,941 138,260 87,531 26,150 90%

1210 Talented & Gifted 342,732 237,377 158,291 -52,936 115%Error in Budget-Coded to 1121

1220 Students with Disabilities 1,170,405 681,495 426,113 62,797 95%

1223 Bridges Program 428,328 203,699 123,648 100,982 76%

1224 Life Skills Program 913,593 543,195 330,088 40,310 96%

1225 Out of District Programs 75,000 43,832 21,992 9,176 88%

1250 Resource 2,329,434 1,418,705 902,698 8,032 100%

1260 Early Intervention 1,000 0 0 1,000 0%

1271 Remediation 70,273 16,875 0 53,398 24%

1280 Alt Education 797,184 450,163 184,300 162,720 80%

1288 Charter Schools 1,030,287 945,390 85,945 -1,048 100%

1291 ESL 9,793,102 5,887,611 3,756,994 148,496 98%

TOTAL INSTRUCTION $35,210,240 $21,460,807 12,121,254$ $1,628,180 95%

2112 Attendance Svcs 482,365 263,555 172,579 46,231 90%

2114 Student Accounting Services 378,467 150,879 47,755 179,832 52%

2115 School Safety 159,156 75,158 55,460 28,538 82%

2122 Counseling 1,450,692 778,574 531,213 140,905 90%

2126 Welcome Center 257,357 168,101 61,021 28,236 89%

2134 Nursing Svcs 202,780 91,174 67,037 44,569 78%

2135 Medicaid 700 429 0 271 61%

2139 Other Hlth/Student Ins 2,000 0 0 2,000 0%

2142 Psych Testing 413,961 211,630 149,858 52,473 87%

2143 Psych Counseling 52,792 31,709 22,098 -1,014 102%Salary Increase for Experience

2150 Speech Pathology 480,297 232,354 167,648 80,296 83%

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% Spent/ Encumbered

2160 Other Student Treatment (OT/PT) 20,000 22,791 5,117 -7,908 140%

Increased Services to students

2190 Service Direction, Student Support 882,962 552,661 53,254 277,047 69% Unfilled Position

2210 Improvement of Instruction Services 267,574 138,531 53,254 75,789 72%

2211 Curriculum Area Direction 252,216 193,800 56,595 1,820 99%

2222 Library/Media 875,376 559,962 281,331 34,083 96%

2223 Audiovisual Svcs 15,300 7,785 0 7,515 51%

2230 Assessment & Testing 119,290 36,712 0 82,578 31%

2240 Instr Staff Development 436,456 197,631 26,982 211,844 51%

2311 Board of Education 177,965 136,870 8,769 32,326 82%

2314 Election Services 10,500 0 0 10,500 0%

2315 Legal Services 25,000 4,549 24,493 -4,042 116%Additional Services

2317 Audit Services 45,000 5,400 39,600 0 100%

2320 Office of Superintendent 379,729 252,438 84,592 42,698 89%

2410 Office of Principal 4,821,877 3,344,656 1,428,135 49,086 99%

2520 Fiscal Services 535,143 378,455 107,764 48,924 91%

2529 Other Fiscal Services 89,000 72,665 0 16,335 82%

2541 Direction Operation & Maintenance 333,627 254,384 53,327 25,916 92%

2542 Building Care & Upkeep 3,445,244 2,359,524 896,392 189,328 95%

2543 Grounds 181,183 127,443 55,429 -1,689 101%

2544 Maintenance 1,193,471 734,234 238,860 220,378 82%

2545 Veh Purch/Maint 48,950 31,020 9,265 8,665 82%

2546 Security Services 2,410 2,794 0 -384 116%

Alarm monitoring Meridian

2552 Transportation 1,703,720 1,062,016 640,000 1,704 100%

2554 Student Transp Repairs & Maint 21,950 11,488 3,438 7,024 68%

2558 SPED Transportation 784,325 448,512 384,514 -48,702 106%Additional Services

2572 Purchasing Services 54,500 34,880 6,780 12,840 76%

2573 Warehousing & Distribution 8,802 6,225 2,971 -393 104% Ext Hours

2626 Grant Writing 2,500 307 0 2,193 12%

2630 Public Information 87,966 46,310 24,298 17,358 80%

2640 Personnel 420,163 331,440 89,676 -953 100%

2645 Health Services 12,446 9,088 2,007 1,352 89%

2646 Safety 510 0 0 510 0%

2649 Other Staff Services 35,940 20,427 8,819 6,693 81%

2660 Technology 1,162,479 698,475 263,887 200,117 83%

2669 Other Technology Services 100,000 11,836 87,164 1,000 99%

2700 Supplemental Retirement Program 73,030 47,367 13,830 11,833 84%

3300 Community Service 4,408 706 0 3,702 16%

5200 Transfer of Funds 1,000,000 0 1,000,000 0 100%

6110 Contingency 650,000 0 0 650,000 0%

TOTAL OTHER EXPENDITURES $24,161,578 $14,146,944 7,225,211 $2,139,423 88%

TOTAL ALL EXPENDITURES $59,371,818 $35,607,751 19,346,464 $3,767,603 93%

17




% Spent/ Encumbered

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Request for Participation in a Grant Funded Project Date of Request: April 21, 2016 Grant Title: Seamless Transition Pilot Project Cohort Students Served: Special Education Students enrolled at the Woodburn Transition Center (18 – 21 year olds) Staff Impacted: Special Education staff serving 18 – 21 year olds Grant Sponsor: Employment First and Department of Human Services Grant Amount: No direct funds would be received by the district; curriculum resources, networking, travel reimbursement and substitute cost are reimbursed and the district would receive reimbursement costs and/or supplies and materials. Grant Summary: Former Governor Kitzhaber issued an Executive Order for how to improve services for transition age youth with Intellectual Disabilities, which includes coordination of services, outreach and education efforts, and encouraging the implementation of Transition Services in the schools that are consistent with the Education Goals. For the purposes of the Executive Order, “Education Goals” means the following goals:

1. Families, students, and educators will have the expectation of work in integrated, employment settings.

2. Students transitioning to adult services through VR or ODDS will be prepared to transition to integrated work experiences. 3. Statewide systems will be coordinated to reach the goal of competitive employment

Additional Information: Student Services will be supporting the Bridges/Woodburn Transition Center in this pilot project. WSD has been accepted into this pilot project as of March 2016.

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Request for Participation in a Grant Funded Project Date of Request: April 21, 2016 Grant Title: Projects to Improve Literacy Outcomes for English Learners with Disabilities in Grades Three through Five or Three through Six. Students Served: Special Education Students receiving Special Education services and General Education Students who are in the eligibility process for Special Education in grades 3rd – 5th. Staff Impacted: Special Education, Language Program Coordinators, and some General Education staff serving dual identified students and/or students in the pre- referral process; grades 3rd – 5th only. Grant Sponsor: University of Oregon and Portland State University Grant Amount: No direct funds would be received by the district; although items/supports such as curriculum resources, networking opportunities, travel reimbursement and substitute cost are reimbursed and the district would receive reimbursement costs and/or supplies and materials. Technical Assistance would also be provided to WSD. Grant Summary: Purpose of Program: The purpose of the technical assistance and dissemination of best practices to improve services and results for children with disabilities program is to promote academic achievement and to improve results for children with disabilities by providing technical assistance (TA), supporting model demonstration projects, disseminating useful information, and implementing activities that are supported by scientifically based research. Additional Information: Student Services Department and Director of Instructional Services will partner on the implementation and over sight of the grant; Teaching and Learning may be impacted. Grant Submission due date is April 21st, 2016; award notification of June 30, 2016; Implementation 2016-17 school year

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150-504-073-6 (Rev 1-13)

hereby adopts the Migrant Summer School budget for fiscal year 2015-2016 in the total amount of $84,728. This budget is now on file at 965 N Boones Ferry Rd in Woodburn, Oregon.

Instruction…........…… 84,728 Total……….... $84,728

RESOLUTION No. 16-007

RESOLUTION ADOPTING THE MIGRANT SUMMER SCHOOL BUDGET

BE IT RESOLVED that the Board of the Woodburn School District No. 103

Migrant Summer School

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RESOLUTION NO. 16-008

A RESOLUTION OF WOODBURN SCHOOL DISTRICT NO. 103, MARION COUNTY, OR, PROCLAIMING MAY 2-6, 2016 TO BE TEACHER APPRECIATION WEEK

WHEREAS, teachers mold future citizens through guidance and education; and

WHEREAS, teachers encounter students of widely differing backgrounds; and

WHEREAS, our country’s future depends upon providing quality education to all students; and

WHEREAS, teachers spend countless hours preparing lessons, evaluating progress, counseling and coaching students and performing community service; and

WHEREAS, our community recognizes and supports its teachers in educating the children of this community.

NOW, THEREFORE, BE IT RESOLVED that the Woodburn School District Board of Directors proclaims May 2-6, 2016, to be TEACHER APPRECIATION WEEK; and

BE IT FURTHER RESOLVED that the Woodburn School District Board of Directors strongly encourages all members of our community to join with it in personally expressing appreciation to our teachers for their dedication and devotion to their work.

Adopted this 21 day of April, 2016.

Signed:

__________________________ Linda Reeves, Chair, School District Board of Directors

Attest:

__________________________ Chuck Ransom, Superintendent

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**IMPORTANT** REQUIRES BOARD ACTION

DATE: March 28, 2016 TO: PACE Members FROM: Phil Wentz, PACE Board Chair SUBJECT: New PACE Trust Agreement Requires Board Action Oregon law requires that self-insured public entity programs be formed through an intergovernmental agreement between the participating entities. PACE’s original trust was adopted in 2006 and the Trustees just completed a review of the original trust and proposed a couple of changes to the OSBA Board of Directors. Now that the new PACE Declaration of Trust has been approved by the OSBA Board of Trustees, it is necessary to have all of the trust members have their boards adopt the Joinder of Trust Agreement. The Joinder of Trust Agreement is located on the last page of the enclosed Declaration of Trust. By signing the Joinder of Trust Agreement your board will be entering into an intergovernmental agreement with PACE. Before renewing in the PACE self-insured, property, and liability program, your board will need to adopt the enclosed Joinder of Trust Agreement and return a signed copy to PACE. We understand that this is not an easy task for PACE’s many members to accomplish, but we assure you we would not be taking this action if the Trustees did not feel it was absolutely necessary to protect the trust’s assets, which all of the members have helped build over the past 10 years.

Following is the deadline for sending back the signed resolution to PACE by:

June 30, 2016

Please return the signed resolution to [email protected] or FAX to (503) 371-4781

I am sure you and your board members will have questions about the new Trust Agreement. In anticipation of your questions, following are some frequently asked questions and answers for your reference.

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mailto:[email protected]

FREQUENTLY ASKED QUESTIONS: What is my district’s financial risk as part of a self-insured program? The revised Declaration of Trust does not increase your district’s financial liability any more than you currently have under the existing Trust Agreement. The PACE Trust is a non-assessable trust. This means that your district can never be asked to contribute additional funds, other than your annual contributions, to cover your claims or the claims of any other member. It also means, though, that you are ultimately responsible for your own claims liabilities in the event the trust is not able to pay your claims. The PACE Trustees are dedicated to making sure this never happens by being extremely conservative with the amount of funds the trust retains to pay claims. Based on a certified actuary’s estimates, PACE has over $32 million to satisfy all claims liabilities. When not used in the day-to-day business operations, these funds are invested, which allows for reinvestment of PACE resources into programs that reduce members’ risks and keep rates low. In addition, the trust purchases reinsurance that puts a cap on the trust's and members' claims liability. Why is the Trust Agreement an intergovernmental agreement? Oregon law requires that for local governments to form their own self-insured programs they must do so by entering into an intergovernmental agreement. Intergovernmental agreements require each participating organization to have a resolution adopted by its Board of Directors. The enclosed Joinder of Trust Agreement can be considered a suggested board resolution. What are the primary differences between this new Trust Agreement and the original agreement? There are two substantive changes to the Trust Agreement. First, Trustees created a dispute resolution process in the new Trust Agreement that encourages the parties to resolve any disputes at the lowest possible level. Secondly, under the new agreement, Trustees will be allowed to serve up to three terms of three years, adding stability to the program and allowing Trustees the ability to apply the education they have received to the complexities of the insurance program. Why can't my district find a resolution adopting the original Trust Agreement? When the original Trust Agreement was created in 2006, the originators did not believe the Trust Agreement needed to be approved by the participating members. They had

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an opinion that the coverage documents issued to members at their insurance renewals were considered an intergovernmental agreement that was entered into with the members when the members paid their contributions. With changes in law and philosophy over time, we believe that the best course of action for the newly amended Declaration of Trust is for each member to sign a resolution agreeing to enter into the Trust Agreement as an intergovernmental agreement. What happens if my district does not adopt the resolution? Unfortunately, if your district does not adopt the Joinder of Trust Agreement, your district will no longer be able to participate in the property or liability program. Your district will not be able to renew its coverage in these programs when your current policy term expires. Whom should I contact if I have questions about the enclosed materials? PACE Administration Lisa M. Freiley Staff Counsel [email protected] (503) 588-2800 (800) 578-6722

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mailto:[email protected]

20152016 Math Materials Adoption: Purchase Proposal Draft 1 Process Overview

Committee Goals:

Recommend for purchase: quality, appropriate materials that support our students in their academic development in English, Spanish and Russian.

Ensure that recommended materials align to CCSS and the Woodburn School District framework for mathematical instruction.

Engage in collegial discussions regarding mathematical instruction and supportive materials.

Ensure all stakeholders’ voices are heard through equitable representation of committee members; committee members’ perspectives and comments are representative of their colleagues.

Summary and Timeline of Committee Work 18 person committee, representing all levels (Elem, MS, HS) and buildings Approximately a dozen meetings to set goals, review materials, narrow choices Internal scoring rubric to reflect our teachers’ and students’ needs Committee presents narrowed choices to staff, community (March, April)

TPL weekly email, sent to staff and board, includes live links to process docs Staff presentations with process overview and feedback form link Parent and community opportunities via:

District website notification and feedback form Individual school home contact Public viewing of materials available from April 11April 22 Informational flyers at parent teacher conferences

School Board approves final recommendation (late April/early May)

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Recommendations and Narrowed Choices

Level Material(s) Approximate Estimated Cost

Notes

High School *College Prep Math by College Prep Math

$125,000

*Currently used in most math classes (with the exception of IB courses)

Middle School Go Math! by Houghton Mifflin

$150,000

Elementary School * Bridges by Math Learning Center Eureka Math (Engage NY) by Great Minds iReady Common Core Math by Curriculum Associates

$210,000 $40,000 $499,000

*In order to recommend the best materials, the Elementary team is still evaluating community and staff feedback on this narrowed list of materials.

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MAINTENANCE SUPERVISOR Page 1 of 3

Woodburn School District

Adopted: 03/18/2010

POSITION DESCRIPTION

TITLE: MAINTENANCE SUPERVISOR TYPE: Supervisor Exempt REPORTS TO: Director of Business POSITION SUMMARY:

The primary purpose of this position is to provide supervision for all custodial, maintenance, repair, remodeling, construction, grounds, and planning activities relating to all district facilities and grounds in order to provide for safe, clean, and attractive facilities and grounds.

MINIMUM QUALIFICATIONS:

1. Associates Degree or higher in related filed or equivalent experience. 2. Possess and maintain a valid Oregon driver’s license 3. Five years’ experience in school facility management and maintenance or equivalent

experience. 4. Three years’ experience in a supervisory roll or equivalent experience 5. Background and Criminal History Clearance. 6. Three years experience in facility management, maintenance, or related field. 7. Extensive knowledge of laws, regulations, and codes pertaining to buildings and

facilities management. 8. Such alternatives to the above qualifications as the Board or administration may deem

appropriate and acceptable. ESSENTIAL FUNCTIONS:

1. Communicates effectively in English in both oral and written form. 2. Communicates effectively in Spanish or Russian (if assigned) in both oral and written

form. 3. Demonstrates high level of communication skills and meets District standards for oral

and written language proficiency in English, and if applicable, in Spanish or Russian. 4. Skill in leadership and facilitation of work involving colleagues and administrators,

including problem solving and conflict resolution. 5. Excellent organizational skills for effectively managing multiple tasks. 6. Ability to understand and follow oral and written instructions. 7. Ability to write technical reports, bid specifications, blueprints, and other technical

documents. 8. Assigns staff and monitors facilities and grounds on a regular basis for needed repairs

and maintenance. 9. Sets and monitors standards for facility maintenance and custodial work. 10. Sets priorities for repair and remodeling in terms of safety, need, utility, and finances. 11. Estimates costs for projects and other facilities needs. 12. Coordinates construction and maintenance activities with state and local inspectors

and authorities. 13. Orders materials, supplies, and equipment as needed.

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14. Develops bid and Request for Proposal (RFP) specifications, obtains quotes, and supervises contracted work.

15. Develops proposed department budget and monitors and approves expenditures. 16. Develops and manages implementation of short and long range planning for

remodeling, capital construction, facility security, and emergency response. 17. Reports regularly to district administration and Board regarding progress and status of

work and facilities needs. 18. Maintains records and prepares reports and applications as required by law and

district, local, county, state, and federal agencies. 19. Recruits, screens, interviews, and recommends hiring of all program personnel. 20. Supervises, directs, and evaluates all department personnel. 21. Provides orientation, training, and staff development activities for all personnel as

needed. 22. Responds to questions and other information requests from parents, participants,

public, staff, and administration. 23. Communicates with site administration and staff regarding program activities and

issues. 24. Develops and submits reports as required by supervisor. 25. Follows all safety rules and takes all reasonable precautions to provide a safe and

secure working environment for all department employees. 26. Demonstrates support for District Core Values, District Mission, District Strategic

Plan, and Schoolwide Improvement Plan. 27. Establishes and maintains a positive and respectful learning environment and working

relationship with students, staff, administration, parents/guardians, and community members.

28. Assists parents and community members as needed. 29. Demonstrates an awareness of and sensitivity to multicultural and multilingual values

and environments. 30. Complies with professional development activities as required by the District. 31. Actively seeks out and participates in professional development activities designed to

improve professional competence. 32. Participates in various meetings for the purpose of receiving information or sharing

information and expertise with students, colleagues, and parents/guardians. 33. Holds expectations for high performance of self and supervised staff. 34. Assesses results of performance for improvement on a regular basis. 35. Demonstrates computer literacy and operates software programs as related to job

responsibilities. 36. Maintains accurate, complete, and confidential records as required by law and District

policy and regulations. 37. Maintains the integrity of confidential information relating to a student, family,

colleague, or district patron, and uses or relays academic, social, or personal information only in the course of performing assigned responsibilities and in the best interest of the individuals involved.

38. Follows all laws, District policies, rules, regulations, memos, announcements, and reasonable requests by proper authority.

39. Adhere to State public employee ethical standards 40. Maintains regular attendance at work and work activities, and is punctual in meeting

deadlines, attending meetings, and following schedules. OTHER REQUIREMENTS:

1. Ability to obtain and/or maintain certification in job related skills and areas.

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2. The employee is expected to be dressed and groomed in a neat, clean, and appropriate professional manner for the assignment and work setting.

3. This position is performed both indoors and outdoors in a variety of locations, including all facility and grounds areas. Extreme variations in weather and temperature can occur. In some instances, work areas can be constricted, dirty, and/or present hazards.

4. In cases in which the employee is required to travel between sites, the employee is responsible for his/her own travel and will be reimbursed for approved mileage.

5. Evening and/or extended work hours or days are often required. 6. Possible exposure to bodily fluids due to student or employee illness or injury. 7. May be required to obtain a First Aid and/or CPR Card and serve as a Delegated

Caregiver and/or Designated First Aid Provider. 8. Must pass a post job offer physical assessment as designated by the district. 9. Occasionally performs other duties as required by supervisor.

TERMS OF EMPLOYMENT:

Current work year of approximately 260 days (12 month), subject to change. Salary and benefits and working conditions as determined by District Board.

EVALUATION:

Performance will be evaluated in accordance with applicable District Performance Standards and District Policy and Regulations concerning personnel evaluation.

EMPLOYEE STATEMENT: “I have reviewed the above position description and understand its contents.” “I understand the most recent position description for this position supersedes all prior position descriptions, which are hereby rescinded.”

“I am aware that my position description may be revised or updated at any time and that I remain responsible for knowledge of its contents.”

“I hereby certify that I am able to fulfill the essential functions of the above position.” _______________________________________________________________ Employee Name (Print) _____________________________________________ ________________ Employee Signature Date

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woodburn school district regular meeting agenda april 21, …regular meeting agenda april 21, 2016 ....

Documents