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School Board Business Meeting
Beaverton School District 48 
Administration Center
August 27, 2018


 

Board Members Present:

Becky Tymchuk, Chair
Eric Simpson, Vice Chair
Anne Bryan
Tom Colett
LeeAnn Larsen
Donna Tyner 
Susan Greenberg 

Staff Present:
  • Don Grotting, Superintendent

  • Ginny Hansmann, Deputy Superintendent of Teaching and Learning

  • Carl Mead, Deputy Superintendent of Operations

  • Gayellyn Jacobson, Chief Financial Officer

  • Steve Langford, Chief Information Officer

  • Sue Robertson, Chief Human Resource Officer

  • Maureen Wheeler, Public Communications Officer

  • David Williams, Executive Administrator for Strategic Relations/Initiatives

  • Camellia Osterink, District Legal Counsel

Visitors: 6
Media: 0

WELCOME AND INTRODUCTIONS Board Chair Becky Tymchuk

School Board Chair Becky Tymchuk called the Business Meeting to order at 6:30 p.m.

BOARD PROCEDURES Becky Tymchuk

There were no changes to the agenda.

Recognition of Students, Staff, and Community

The Board recognized Beaverton School District’s Business Office Finance Department for being awarded the Certificate of Excellence in Financial Reporting.

PUBLIC PARTICIPATION

  • Sara Schmitt, Beaverton Education Association (BEA) President, reported on back to school day and the approaching bargaining agreement of certified contracts. BEA is looking forward to working with the Board on their upcoming goals.
  • Lynne Mutrie from Safe Routes to School commented that Sexton Mountain and West Tualatin View has increased walking by 13-14%. She thanked the District’s Facilities Planning Coordinator, Robert McCracken, for making safe routes to school maps, and the District’s Graphic Designer, Henry Chan, for creating materials to keep kids safe while walking/biking to school.  
  • Lily Dorn from Yes for Affordable Housing talked to the Board about Measure 26 along with Measure 102. She will provide the Board with additional information via email.

REPORTS

A.    Superintendent’s Comments – Don Grotting

  • Supt. Grotting talked about the first day of school. He visited Greenway Elementary and will be visiting McKay Elementary, Springville K-8, Rock Creek Elementary, and Hazeldale Elementary later this week.
  • Supt. Grotting thanked Deputy Superintendent Carl Mead and his staff along with all the teachers for the success of Hazeldale’s opening. He noted the Maintenance team and contractors were accountable and did a great job.  
  • Enrollment numbers will be coming in on September 10, 2018. The District is down approximately 850 ESL students. If the numbers don’t change, it could be a setback of 3M in lost funds.
  • Supt. Grotting commented that the District is in alignment with Governor Brown’s Education Policy Agenda.
  • The District will be working with the Beaverton Education Association on the collective bargaining of certified contracts.
  • In late spring, the District will focus on middle school boundaries. Data is currently coming in that will help the District determine if any adjustments are needed. They will also look at elementary catchment areas.
  • School Districts across the State are seeking revenue reform due to the 6-7% increase in PERS rates. This is around 23M for the Beaverton School District during the next biennium.

B.    Financial Update – Gayellyn Jacobson

  • Gayellyn went over the Preliminary Year-To-Date General Fund Activity and Forecast for the period ending on June 30, 2018. The projected ending fund balance is at 5.9%. This is greater than what the Board required (5%), however, less than past years. This is due to strict budgeting. The biggest increase in expenditures was in benefits.
  • Supt. Grotting clarified that the ELL requirement was changed by the State of Oregon. Every state comes up with a process of how to identify and serve each student.

The Board welcomed Gayellyn Jacobson to the School Board Meeting. They recognized the Beaverton community for passing the Local Option Levy along with all of the hard work dedicated to making the Levy pass.

C.    Early Release Report – Sue Robertson, Ginny Hansmann, Maureen Wheeler

  • After reviewing the data from stakeholder surveys, Synergy, parent focus groups, Professional Development Advisory Committee and IFAS (HR/Payroll system), they were pleased with the results.
  • The biggest surprise was the way principals saw week one compared to teachers.
  • It is clear that the time provided to teachers and staff is a tremendous gift.
  • Early Release is well received by teachers and they are now looking at utilizing a more digital platform for the program.
  • The collaboration time during Early Release includes the math adoption.
  • The first year of Early Release went off well. This year, the communication team will work with staff to put the focus on communicating what the Early Release time is used for.

Questions and Comments from the Board:

  • Is the difference between the way principals saw week one compared to teachers due to lack of communication? This is seen in many areas of the District. Human Resources, the Communication Team, and Teaching and Learning are working to bridge this gap.
  • The Board noted that high school teachers are less satisfied with the Wednesday schedule than elementary and middle school teachers.
  • The Board also commented on the need to communicate with the community. They encouraged the Communications Team to get the story out on why Early Release is beneficial. Student achievement is the main focus. The support will be at a district level but really pushed by the schools. Teaching and Learning is working on professional development. The number of sub usage has gone down and there is a lot of professional development in August.
  • The Board commented on the 23M reduction of funds that the District is facing. While evaluating Early Release, the Board would like the focus to be on the cost which is currently at 9M.
  • The Board observed that the TELL survey indicated that teachers felt that they were not getting a lot of Professional Development, however, collaboration time has gone up.         

BREAK

DISCUSSION ITEMS

D.    Budget Committee Member Selection Process – Gayellyn Jacobson

  • Gayellyn went over the Budget Committee Member Selection Process.
  • In September, the District will publicize the openings as broadly as possible using all communication channels.
  • The District will request a letter of interest and resume from each candidate.
  • In October, each Board Member will interview candidates for their zone.
  • During the November 26, 2018 School Board Meeting, the appointee will be presented for Board approval.

The Board noted that those interested in the Budget Committee should come to listening sessions.

  1. School Board Goals for 2018–2019 – Becky Tymchuk
  • It was proposed that each Subcommittee come up with applicable Board goals as outlined under the District’s WE Expect Excellence, WE Innovate, WE Collaborate, and WE Embrace Equity goals.
  • At the next School Board Business Meeting, September 24, 2018, the Board will approve the Board Goals and Subcommittees.   
  • At the October 22, 2018 School Board Business Meeting, the Subcommittees will present their goals to the Board.
  1. Beaverton School Board/Superintendent Operating Agreements - Becky Tymchuk
  • The Board discussed the agreement to refer questions, requests for action, or complaints to the Superintendent and Board Chair. It was decided that if a Board member has a question about responding to a request for action to refer it to the Board Chair.
  • Board Chair Becky Tymchuk commented that the agreement to respond to community requests or questions if directed to multiple Board members should reflect the Board’s handbook.

ACTION ITEMS

  1. Approval of Bond Accountability Committee Members – Eric Simpson
    BE IT RESOLVED it is recommended that Beaverton School District Board of Directors hereby appoint these individuals to three-year terms on the Beaverton School District Capital Construction Bond Citizen Accountability Committee: Jerome Sibayan and Richard (Dick) Harbert, with terms ending June 30, 2021.

Donna Tyner made the motion to appoint Jerome Sibayan and Richard Harbert to three-year terms on the Beaverton School District Capital Construction Bond Citizen Accountability Committee. LeeAnn Larsen seconded and the motion passed unanimously by a vote of 7 to 0 by Becky Tymchuk, Eric Simpson, Anne Bryan, Tom Colett, Susan Greenberg, LeeAnn Larsen, and Donna Tyner.

  1. Board Policy AC Complaint – Becky Tymchuk
    BE IT RESOLVED it is recommended that the School Board either uphold or overturn the decision of the Superintendent.

LeeAnn Larsen made the motion to uphold the decision of the Superintendent. Eric Simpson seconded and the motion passed unanimously by a vote of 7 to 0 by Becky Tymchuk, Eric Simpson, Anne Bryan, Tom Colett, Susan Greenberg, LeeAnn Larsen, and Donna Tyner.

  1. Second Reading of School Board Handbook – Becky Tymchuk
    BE IT RESOLVED it is recommended that the School Board approve the Handbook.

LeeAnn Larsen made the motion to approve the School Board Handbook. Anne Bryan seconded and the motion passed unanimously by a vote of 7 to 0 by Becky Tymchuk, Eric Simpson, Anne Bryan, Tom Colett, Susan Greenberg, LeeAnn Larsen, and Donna Tyner.

  1. Resolution for Affordable Housing Bond Measure, 26-199 and Legislature's Constitutional Amendment Referral Measure 102 – Tom Colett
    The Board discussed the Metro Regional Affordable Housing Bond, Measure 26-199, along with the Oregon Constitutional Amendment, Measure 102. There was not enough support to move forward with the resolution.
     

E.   Consent Agenda – Becky Tymchuk

Personnel
BE IT RESOLVED that the employee(s) who are recommended herein for administrator and teacher elections, leaves of absence, and resignations/terminations are accepted by the School Board as submitted at this meeting.

Approval of School Board Meeting Minutes
BE IT RESOLVED that the minutes of the following School Board meetings be and hereby are approved.

  • July 18, 2018 Call-In Business Meeting
  • August 6, 2018 Work Session

Grant Report   
BE IT RESOLVED that the School Board and Superintendent receive this report as an information item.

Approval of Superintendent Goals
BE IT RESOLVED that the School Board approve the Superintendent priorities and short-term goals for the 2018 – 2019 school year.

Approve Project Team Members for Science & PE
BE IT RESOLVED that the School Board review and approve the list of members of the Science and PE Project Teams as submitted at this meeting.

Public Contracts
BE IT RESOLVED that the School Board authorizes the Superintendent or a designee to obligate the District for the public contract items as submitted at this meeting.

Legal Settlement
BE IT RESOLVED that the authority to pay a total of $706,000 is granted to settle claims in a lawsuit brought on behalf of DD. The settlement agreement will be in a form approved by the General Counsel.

LeeAnn Larsen made the motion to adopt the Consent Agenda. Anne Bryan seconded and the motion passed unanimously by a vote of 7 to 0 by Becky Tymchuk, Eric Simpson, Anne Bryan, Tom Colett, Susan Greenberg, LeeAnn Larsen, and Donna Tyner.

BOARD COMMUNICATION – Board Members

  • Board Member Susan Greenberg was excited to visit the Virginia Garcia clinic. The clinic is accessible to the Beaverton community and she is looking forward to being an advocate for this program.
  • Board Member Donna Tyner also toured the Virginia Garcia clinic. Donna hosted her fifth annual Principal’s Brunch. She commented that she had a wonderful time and the event had a great turnout.
  • Board Member Tom Colett attended a Government Finance Officers Association training in Sacramento structured around the new best practices in school budgeting. He was impressed with how the Beaverton School District compared to other districts nationwide.

CLOSING COMMENTS – Becky Tymchuk & Don Grotting  

  • Board Chair Becky Tymchuk toured the Virginia Garcia clinic. She also met with two new principals in her zone. Becky was at Mountainside as they got ready for their second year. She acknowledged Deputy Superintendent Carl Mead and his staff for their hard work over the summer.

INFORMATION ITEMS

  1. Bond Program Update
  2. KJA-AR Materials Distribution Update
     

ADJOURNMENT

Becky Tymchuk adjourned the meeting at 8:05 p.m.

The next scheduled School Board Business meeting will be on September 24, 2018 at the Beaverton School District Central Administration office.

Submitted by
Candice Hiatt

_______________________________
Becky Tymchuk, School Board Chair