Capital Region Educational Service District 113 Board of Directors Meeting Minutes March 8, I. Routine Items

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1 Capital Region Educational Service District 113 Board of Directors Meeting Minutes March 8, 2017 Board Members Present: Executive Team Present: Staff Present: Allen Jones Dana Anderson Marsha Mills Harry Carthum Cal Brodie Carrie Sherman Diana Goldy Matthew Solomon Ed Otos Don Rash Jodi Petrovich Keley Brewster Rex Comstock Kristen Jaudon Travis Wentworth Al Cohen Todd Johnson Pamela Grigsby Jones Absent: Rick Anthony Guests: Alex Forte I. Routine Items 1. Call to Order/Flag Salute A quorum having been established, Chair Jones called the regular meeting of the ESD 113 Board of Directors to order at 12:00 p.m. at the ESD 113 administration office in Tumwater. 2. Audience Participation Alex Forte, Lakes High School/Lakewood, introduced himself. He was shadowing Todd Johnson for the day and expressed interest in knowing how the ESD uses data. 3. Adoption of Agenda There being no changes to the Agenda, Director Carthum moved and Director Comstock seconded a motion to adopt the Agenda as presented. Motion carried. 4. Special Recognition On behalf of the board, Superintendent Anderson recognized Travis Wentworth, CRISC Student Systems Analyst and Todd Johnson, Director, Center for Research & Data Analysis for their collective efforts in the use of data to promote equity. A 3-part training series is underway here for school districts interested in using data to reduce disproportionality in student outcomes through thoughtful data analysis and intervention planning. Travis provided a brief, high level tour of the data packet provided to school districts. 5. Consent Agenda All items in the Consent Agenda were enacted by one motion in the form listed below. No director requested that an item or items be removed from the Consent Agenda for independent consideration. a. Approval of the Minutes The February 8, 2017 board meeting minutes as presented. (pp. 6-11) b. March Vouchers and February Payroll i. General Fund Vouchers General Fund Voucher Numbers to ; to ; to ; to totaling $2,755, ii. Health Reimbursement Vouchers 1

2 Health Reimbursement Voucher Numbers to totaling $1, iii. Worker s Compensation Insurance Fund Vouchers Workers' Compensation Insurance Fund Voucher Numbers to ; to totaling 832, iv. Unemployment Fund Vouchers Unemployment Fund Voucher Numbers to totaling $92, c. Staffing Information The March 2017 staffing report as presented in the board packet. (pp.12-13) It was moved by Director Rash and seconded by Director Cohen to approve the Consent Agenda as presented. Motion carried. II. Reports to the Board 1. Head Start Program Report Matthew Solomon, Asst. Supt., Early Learning The Monthly Program Report had been included in the board packet. (pp ) Matthew provided these highlights: Head Start/ECEAP current enrollment for February was 891 cumulative out of 801 slots. Well child exams are improving over last year. Dental exams are still a bit low. 45-day screenings remain solid; completion in the mid-90 percentile. Attendance is higher than last month. Primary reason for absence was illness. Waitlist is consistent at 345. Expansion of ECEAP this next year may result in opening an additional 100 slots. Barriers to accommodate more include facilities and staffing. Matthew will provide DEL s new saturation study findings at an upcoming board meeting. It prioritizes expansion plans by school districts. Matthew gave a presentation on Early Learning governance training for the board. A calendar of compliance and quality training topics is as follows: o Health and Safety training-april o Mental Health-May o Family Services-June o Disabilities-July o Nutrition Services-August o Education Services-October Policy Council met February 8. The following action was taken: o Selected representatives to the program s Health Services Advisory Committee that will meet in April were selected. o Approved the revised 502 Recruitment, Attendance, Eligibility and Selection Criteria Policy. To match the updated Head Start Performance Standards, the 502 P policy had four major revisions. This policy was presented to the board for approval in the Action Item section of this Agenda. There was no Office of the Head Start communication to report. The financial report for the FY 16 Head Start grant is based on the full grant award of $5,761,217 for the time period of November 1, 2015-October 31, A total of $12, was expended in January, leaving a balance of $190, We are 100% 2

3 of the way through the HS FY 16 grant year; leaving 0% of the funding year. The financial report for the FY 17 Head Start grant is based on the grant award of $3,988,703 for the time period November 1, 2016 October 31, A total of $445, was expended in January, leaving a balance of $2,688, Matthew was thanked for his report. 2. Finance Report Cal Brodie, Chief Financial Officer The January 31, 2016 finance report had been included in the board packet. (pp ). The monthly report is pretty typical; there is nothing exceptional to note. The General Fund has completed 5 months of FY and is 2.25% under budget assuming a linear average expenditure pattern each month. The percent of budget expended is 39.42% if outstanding encumbrances (purchase orders) are not considered. Cash balance is roughly $10 million. Monthly expenses and revenues are consistent with budget and variations. January s total ending General Fund Balance was $4,375,510. Cal was thanked for his report. III. Informational Items 1. Contracts Exceeding the $50,000 Threshold Hoquiam School District/ESD 113 Head Start Lease Agreement Hoquiam School District has leased to the ESD Head Start/ECEAP, a portion of the building that housed the District's former Washington Elementary School. It was closed by the District in 2009 and is currently surplus to the District's educational needs. Lease includes monthly access to pre-determined classrooms, main office, gym, cafeteria, playgrounds and music room, utility costs, solid waste disposal, basic security monitoring costs and gas. Term: August 2017-August 2022 subject to early termination if there are major program funding or program standard changes Amount: $72,600 first year with a 2% annual increase 2. Budget Parameters Cal Brodie A hardcopy of the Capital Region ESD Budget Planning document was disseminated. Superintendent Anderson prefaced the conversation by referring back to the board governance/role framework that Chair Jones had presented at last month s workshop and the board s role in providing fiscal oversight and accountability. As Cal reviewed the parameters outlined in the budget planning document, Superintendent Anderson encouraged the board to think about other broad parameters we might also consider. In the proposed budget for the ESD plans to continue the current range of programs operated within the fiscal year. All programs provided to school district as co-ops or fee for service will also be continued. A summarized list of programs was provided in the appendix to the Annual budget Process document. Cal briefed us on the broad assumptions that we historically have used when creating the budget. He then reviewed the proposed general and fund balance(s) parameters, other items 3

4 such as the bond sinking fund, and compensation and benefits. Because of the COLA unknowns, etc. and the need to get the budget planning process underway, departments have been told to plan on an overall 5% increase in salary and benefits and healthcare. The budget is devised to align with the agency s mission and goals. Budget uncertainties include ESD Core Funding (not yet determined by State legislation), the possible decoupling of the High School diploma from state testing which would eliminate the Collection of Evidence requirement, the proposal to move Traffic Safety Education oversight from the ESDs to the Department Of Licensing, and possible federal changes to the early childhood education programs. The budget supports high quality support to all of our programs, investing a small portion in districtwide supports, continuing outreach and expanding communication services, and wise investments in our bond sinking fund in an effort to reduce future program costs. Chair Jones suggested the budget planning document include a statement that acknowledges the annual review of fund balances and the protocol that follows. The board further suggested a specific set aside of fund balance for the purpose of establishing investment protocols for proposals and use of resources as seed money. Cal highlighted the budgeting calendar. February Worker Comp rates are set March Internal Cost Center rates established April - Core Budget/budget assumptions developed and presented to the board May First budget analysis submitted to board, individual program budgets finalized June First reading of comprehensive budget proposal July Formal budget adoption Cal will present budget assumptions for board comment at April s meeting. IV. Action Items 1. Head Start/ECEAP Policy 502-P Recruitment, Attendance, Eligibility and Selection Criteria Policy A copy of this policy had been included in the board packet. Matthew explained that this policy was updated to match the Head Start Performance Standards. A statement about specific recruiting efforts being made to identify eligible children in Foster and Homeless families was added; the option was removed for enrolling a child who was two years old on August 31 of the current school year; the End of Enrollment Period was removed, which means the program will no longer stop enrolling within 60 days of the end of the program year; the Selection Criteria points table was revised and moved back into the 502-P from the 508 Enrolling Children Procedure. Director Carthum moved and Director Comstock seconded a motion to approve HS/ECEAP Policy 502-P - Recruitment, Attendance, Eligibility and Selection Criteria as presented. Motion carried. 2. First Reading: Board Policy Revisions Series 4000 Community Relations Kristen Jaudon The first reading of the Board of Directors' Policy Series 4000 Community Relations was 4

5 conducted at the February 8, 2016 board meeting. No edits have been made since then. The summary listing the revisions/modifications and clean copies of the policies, forms and procedures have been included in the board packet. Kristen will review the summary and answer questions. Director Cohen moved and Director Comstock seconded a motion to approve the revised board policies/4000 Community Relations series as presented. Motion carried. V. Board Report 1. AESD Report Rick Anthony In Director Anthony s absence, Superintendent Anderson provided a brief report. The AESD Executive Board met at ESD 113 on February 13. Main focus of the day was working on the three goal areas. A series of protocols were undertaken to define the goals and how to measure attainment. Plans are to have these ready to roll out at June s meeting in Spokane. 2. Legislative Report Don Rash Director Rash provided an update to the board regarding legislative issues around this session. Highlights of his report are as follows: All bills must be out of the house of origin by 5:00 p.m. today. The Levy Cliff is becoming a critical leverage point. HB 1341 regarding PESB prohibits the Professional Standards Educator Board (PESB) from requiring professional certification for school administrators, and requires the PESB to adopt new rules for professional certification for teachers that meet specified requirements by September 1, Could be reverting back to clock hours. SB 5745 requires ESDs to provide testing for lead in drinking water rather than the Department of Health. AESD Funding requests include Early Learning Coordination and Training, Math, Science (STEM) & English Language Arts Coordination and Training. There is a positive response regarding the ELA coordination/training request. WASA s TWIO (This Week in Washington) is a great resource for delving deeper into weekly legislative issues. VI. For the Good of the Order Director Cohen went to the AASA conference March 2-4 in New Orleans. Many sessions focused on equity issues; the three general sessions he attended were very worthwhile. If interested in more information, he s willing to share. Director Rash would like to revisit Chair Jones Governance Framework at the May board work session. He s interested in learning how the board becomes more knowledgeable about our programs and services, how it evaluates our services and programs and what outcomes the board expects and measures. 5

6 VII. Superintendent Report 1. School Board Visitation Schedule A school board visitation calendar is still under development. Key talking points will be developed at a later time in preparation for those visits. 2. April s Board Meeting April s board meeting will take place at Ocosta Elementary School April 12, Grays Harbor and Pacific County superintendents have been invited to join us. Superintendent Anderson presented a share-out to the board protocol for those administrators who come to the meeting. A tour of the facility is scheduled for 11:00 a.m. Carpooling to the site will be available as parking there is at a premium. We ll plan to leave between 9:00 and 9:30 a.m. 3. Discussion of HB 1886 OSPI/SBE Governance Superintendent Reykdal has asked for AESD support (testify on behalf) of this bill. It concerns the responsibilities of the superintendent of public instruction and the state board of education. It transfers numerous duties and responsibilities related to accountability, assessments, high school graduation requirements, basic education requirements, and other areas from the State Board of Education to the Superintendent of Public Instruction. After participatory discussion, consensus was to remain neutral yet be supportive of exploring a more coherent governance structure. 4. Art Show Board members were invited to attend the High School Art show dessert reception that takes place March 29 at 6:00 p.m. Regional art show winners will be recognized, Central Washington and a couple of local foundations will present scholarships and a silent auction will be held. We have 324 pieces of art displayed throughout the halls. 5. Accreditation Review/Panelists Needed Two more panelists are being sought for six-year accreditation reviews taking place at the ESD on May 22 nd. Contact Dana or Marsha if interested. Volunteer panelists are also being sought for two three-year accreditation reviews taking place at the ESD on May 26 th. Director Rash and Director Jones expressed interest in serving on the panel. 6. Board Photo A professional photographer will be scheduled to take photos of the board and executive leadership prior to the start of the May 10 board meeting. 7. Strategic Plan Update Revisions to the strategic plan are underway. Goals are being redefined with related measurable attainment strategies. The update will be presented and board feedback sought at the April 12 meeting. VII. Adjourn There being no further business to come before the board, Chair Jones adjourned the meeting at 2:20 p.m. The next Regular Board Meeting takes place April 12, 2017 at noon at Ocosta Elementary School. 6

7 Respectfully submitted, Marsha Mills Recording Secretary Allen Jones, Chair Dana Anderson, Superintendent Date Date 7