2021-05-10-minutes.txt

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BATTLE GROUND PUBLIC SCHOOLS
BOARD OF DIRECTIONS
  Regular Meeting
Video Conference via Zoom and In-Person
May 10, 2021
6:00 P.M.
  MINUTES
The board meeting was held via video and phone conferencing technology, and in-person with limited capacity due to the state of Washington's COVID-19 large group restrictions.
  Members present:
Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  Student representative present:
Addelynn Smith
  Student representative excused:
Sydney Cordon
  Administrators present:
Superintendent Mark Ross, Deputy Superintendent Denny Waters, Assistant Superintendent of Human Resources Shelly Whitten
  Recorder:
Administrative Assistant to the Superintendent and Board of Directors Sandy U'Ren
  Patrons/Staff: 68
1. Call to Order
President Mark Watrin called the meeting to order at 6:00 p.m.
    2. Pledge of Allegiance
Karl Johnson led the flag salute.
    3. Roll Call
Sandy U'Ren called the roll of the board members. There was a quorum.
  Motion by Mary Snitily, Mr. President, I move that we excuse Sydney Cordon from the meeting.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux

  4. Agenda Approval
  Motion by Rob Henrikson, The Board of Directors approve the agenda as presented.
Final Resolution: Motion Carries 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
    5. Election of Officer
A. Office of Vice President of the Board
Mark Watrin announced that Troy McCoy would like to step down from the vice president position. Mr. Watrin opened the floor for nominations for the position of vice president for the Board of Directors.
  Motion by Rob Henrikson, I nominate Jackie Maddux for vice president of the Battle Ground Public Schools Board of Directors for calendar year 2021.
Final Resolution: Motion Carries, 4-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin
Abstain: Jackie Maddux

  6. Communications
A. ASB Reports
There were no ASB reports.
  B. Committee Reports
Legislative Committee
Rob Henrikson reported that with the end of the legislative sessions, now is the time for the committee to figure out how the monies are to be divided. Mr. Henrikson stated he will be working with the board on the priorities and that more information will follow.

Mark Watrin announced that WSSDA's Legislative committee met on May 6 then proceeded to provide highlights on some new positions and proposals.

Audit Committee
Mary Snitily reported that the Audit committee met and reviewed vouchers, payroll, budget reports, the superintendent's timesheet, and that everything was in order. Ms. Snitily brought to the board's attention that a revised Charter of the Audit Committee was attached to the agenda.

Battle Ground Education Foundation (BGeF)
There was not a BGeF report.

WIAA
Troy McCoy reported that WIAA is seeking student representatives for its advisory board.

Tours Committee 
Mark Watrin announced that school tours have been placed on hold for the remainder of the school year. However, he stated that if an individual director would like to tour a school, to contact district leadership. Mark Ross added that due to the recent return to five-days of in-person learning, starting school tours would tax teachers and building administration.
  Washington State School Directors' Association (WSSDA) Updates
Mary Snitily reported that she attended a video conference training on district budgets. In addition, she is attending WSSDA's virtual Board Boot Camp.
  C. Director Reports
Addelynn Smith reported that she is glad to be attending in-person learning, and that there are not many students remaining in remote learning. She stated the students in the building were following the mask rule well.

  7. Superintendent and Staff Updates
A. Superintendent Report 
Mark Ross announced that Staff Appreciation Week was May 3-7, 2021.
  Mr. Ross provided an update on the district's total COVID-19 cases from April 26 through May 7, 2021.

The board members asked clarifying questions.

Mark Ross recognized the passing of an icon citizen and who was also a former school board member, Darrell Johnson. He served as a director from 1975-1977. In addition, Mr. Johnson served on many other district committees.
  B. Human Resources Report
Shelly Whitten provided new information regarding the reduction of force in certificated staff. She reported that the number of impacted staff has decreased from 57.7 to 12.6. Ms. Whitten is hopeful that the number will still decrease due to staff resignations and retirements.
  A board member asked a clarifying question.
  C. Teaching and Learning Update
There was not a teaching and learning update.
  D. Finance Report 
Chief Financial Officer Michelle Scott provided highlights on enrollment stabilization and transportation.
  Board members asked clarifying questions.
  E. Operations Report 
There was not an operations report.
  F. Communications Report 
Communications Officer Rita Sanders announced that director positions No. 1, 2 and 5 are up for election in November, and that the candidate filing period is May 17-21, 2021.

Ms. Sanders provided highlights about the Facebook post recognizing Staff Appreciation Week.
    8. Citizens' Comments
Jessica Cole addressed the board about some of the district's LGBTQ students being discriminated against.

Fiona Engebretson addressed the board about the reduction in force (RIF) for certificated staff members. She stated that the Battle Ground Education Association will be bringing a grievance against the district for the RIF people.

Karl Johnson addressed the board about the importance of the cultures in the district's schools.
    9. Consent Agenda
A. Approval of Consent Agenda
Mark Watrin read the Consent Agenda items out loud. There were no comments or questions from the board.
  B. Approval of Minutes - April 26, 2021 Regular Meeting
C. Business and Operations- Vouchers and Payroll for April 2021
D. Contracts Ratification
E. Personnel Reports - Certificated and Classified
F. Financial Reports - March 2021
G. Resolution G-21, Discharge of Classified Employee
  Motion by Troy McCoy, The Board of Directors approve the Consent Agenda as presented.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
    10. Old Business
There were no Old Business items.
    11. New Business
A. Asset Preservation Program 2021
Director of Facilities and Operations Kevin Jolma explained that school districts that receive state-match funds for school construction are required to comply with WAC 392-347-023. The Asset Preservation Plan (APP) is a systematic approach to ensure performance accountability in regard to maintenance of district facilities receiving state-match funds.
  The district performs annual evaluations on the condition of buildings that receive state-match funds and record the findings with the Office of the Superintendent of Public Instruction (OSPI). Mr. Jolma stated that every six years, a certified evaluator is solicited to perform an independent evaluation for comparison. In 2022, the district will have a certified evaluator perform the APP.
  The board members asked clarifying questions.
  Motion by Jackie Maddux, The Board of Directors approve the Asset Preservation Program update for the year 2021.
Final Resolution: Motion Carries 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  B. Approval of the District Fire Alarm and Fire Extinguisher Inspection and Repair Services
Kevin Jolma reported that the contract is to perform mandated annual inspections of fire alarm systems and fire extinguishers in all the district's buildings. In addition, the contract provides for repair of these systems with prior approval from the Facilities Department.

A board member asked a clarifying question.
  Motion by Rob Henrikson, The Board of Directors approve the contract with Performance Systems Integration.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  C. Glenwood/Laurin Campus Fencing Project 
Kevin Jolma presented the contract for the security fencing at the Glenwood/Laurin campus. Mr. Jolma announced the contract includes a six-foot vinyl wrapped fence, gates, the removal and disposal of the existing four-foot fencing, and the barbed wire fencing.

The board members asked clarifying questions.
  Motion by Troy McCoy, The Board of Directors approve the contract with Able Fencing Construction for the Glenwood/Laurin campus fencing project.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  D. Gym Floor Replacement at Pleasant Valley Middle School
Kevin Jolma presented the contract for the gym floor replacement at Pleasant Valley Middle School. He stated the contract is to remove the existing flooring of the gym, perform concrete floor preparation, and install a new floor. Mr. Jolma explained that the floor layers are failing, and multiple cracks and peeling has occurred throughout the gym. The contract includes the removal and disposal of both failing layers of flooring. Some materials in the original flooring are considered hazardous waste and will need to be disposed of in Arlington, Oregon’s hazardous waste facility.
  Motion by Mary Snitily, The Board of Directors approve the contract with Field Turf USA a division of Tarkett Sports for the gym floor replacement at Pleasant Valley Middle School.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  E. Approval to Purchase 2,000 Single-Student Desks 
Purchasing Agent Darcy Spiekerman reported that it has determined that 2,000 single-student desks are needed for classroom social distancing compliance. The classrooms currently use tables, which do not allow for the required three-feet spacing when classes are in full attendance.
  A board member asked a clarifying question.
  Motion by Rob Henrikson, The Board of Directors approve the purchase of 2,000 single-student desks with School Specialty.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  F. Revision of Policy 6106, Allowable Costs for Federal Programs 
Director of Business Operations and Risk Management Mitch Thompson presented the revision of Policy 6106, Allowable Costs for Federal Programs to the board. Mr. Thompson explained that WSSDA added language to enable a district to continue to use federal funds for employees who are normally paid out of federal funds during times of emergencies where the staff may not be working but are still being paid. The stipulation to this is that districts must continue to pay all staff who are paid out of state and local funds at the same time. The added wording updates the policy for emergency time periods such as what we experienced this past year with COVID-19. 
  A board member asked if the word 'consist' should be changed to 'consistent' in the sentence: "...inability to work due to the extraordinary circumstances, consist with the district's..." The board agreed the change should be made.
  Motion by Troy McCoy, The Board of Directors approve the revision to Policy 6106, Allowable Costs for Federal Programs with the change of the word from 'consist' to 'consistent.'
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  G. Revision of Policy 6511, Staff Safety 
Mitch Thompson presented the revision of Policy 6511, Staff Safety. Mr. Thompson reported that in reviewing the policy, it was discovered that WSSDA had an updated version that simplified the policy and put details in the procedure. WSSDA’s version of 6511P covers items that were in the district’s policy such as having an accident prevention program, each site having at least one employee who is trained in first aid, chemical safety, requiring a safety committee, and others. Rewriting the policy to match WSSDA’s Model Policy 6511 and adopting the procedure will align the district’s policy and procedure up to date.
  Motion by Jackie Maddux, The Board of Directors approve the revision of Policy 6511, Staff Safety.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  H. Revision of Policy 6530, Insurance 
Troy McCoy recused himself from the discussion of insurance.

Mitch Thompson presented the revision of Policy 6530, Insurance to the board. Mr. Thompson announced that with the implementation of the School Employees Benefits Board (SEBB), the district is no longer allowed, nor responsible, to bargain for benefits offered to staff that are offered by the Health Care Authority. Mr. Thompson stated the policy needed to be updated to reflect these changes. 
  Motion by Mary Snitily, The Board of Directors approve the revision to Policy 6530, Insurance.
Final Resolution: Motion Carries, 4-0.
Aye: Mary Snitily, Rob Henrikson, Mark Watrin, Jackie Maddux
Recused: Troy McCoy
  I. Resolution F-21, Providing for Certain Employees to Contract on Behalf of the Battle Ground School District
Mitch Thompson presented Resolution F-21, Providing for Certain Employees to Contract on Behalf of the Battle Ground School District. Mr. Thompson stated that the Resolution F-21 adds Chief Financial Officer Michelle Scott to section 1: Purchase Orders; Section 2: Contract Agreements less than $75,000; Section 3: Contracts with Intergovernmental and Outside Agencies; and Section 5: Auditing of Claims as Specified in RCW 42.24.080. In addition, Resolution F-21 removes Cheri Dailey, Lead Fiscal Accountant from Section 5, and Mitch Thompson was added.
  Motion by Jackie Maddux, The Board of Directors approve Resolution F-21, Providing for Certain Employees to Contract on Behalf of the Battle Ground School District.
Final Resolution: Motion Carries, 5-0.
Aye: Mary Snitily, Rob Henrikson, Troy McCoy, Mark Watrin, Jackie Maddux
  J. Levy Date Discussion 
Michelle Scott presented information about the School Election Voting History. Highlights from the presentation included: 1) When is the best time to submit an Education Program and Operations (EPO) levy to the voters?; and 2) detailed August and November EPO voting statistics. Following the presentation, there was discussion whether to run the EOP levy in August or November. The consensus was to run the EPO levy in November 2021.
    12. Future Agenda Items and Board Events
Mark Watrin reported that planning is underway for the board retreat to be held tentatively at the end of June.

Mark Ross reminded the board about the Pass and Review on May 24 at 4:30 p.m. at the District Stadium. 
    13. Adjournment
The meeting adjourned at 7:37 p.m.
APPROVED:  MAY 24, 2021
          BOARD PRESIDENT
  BOARD SECRETARY