Tigard-Tualatin School District 23J Board of Directors
Executive Session & Board Meeting Agenda
November 28, 2016
Welcome to this Public Meeting of the Tigard-Tualatin School District Board of Directors Monday, November 28, 2016 Hibbard Administration Center, 6960 SW Sandburg Street, Tigard, OR 97223 Public participation on agenda items occurs at the discretion of the chair. Please indicate your interest by completing a "Public Comment Card" provided at the agenda table. Non-agenda items and public hearings are governed by the policy found at the agenda table. At 9:00 PM, the Board may take a fiveminute recess, and the chair will review the agenda for possible rescheduling of items. The public meeting will not go beyond 9:30 PM without a majority vote of the board. For assisted listening/speech call 431-4002 (voice) or 431-4047 (FAX) no later than 48 hours prior to the meeting.
6:15 PM
EXECUTIVE SESSION Convened under ORS 332.061(1)(a) expulsion of a minor student from a public elementary or secondary school.
6:30 PM
REGULAR SESSION I. CALL TO ORDER..........................................................................................................Chair Maureen Wolf Jill Zurschmeide (Vice-Chair), Barry Albertson, Terri Burnette, Dana Terhune (Members)
6:31 PM
II.
6:32 PM
III. CONSENT AGENDA .................................................................................................................. Board Chair A. November 14, 2016 TTSD Board Meeting Minutes .............. pg. 4 B. Human Resources Report/Personnel Action .......................... pg. 27 C. October Financial Report ....................................................... pg. 28 D. Approval of Food Service Bid Rollovers for 2016-17 ........... pg. 35
6:37 PM
IV. RECOGNITION & GOOD NEWS
6:47 PM
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6:55 PM
VI. SUPERINTENDENT & BOARD COMMUNICATION ........................................................ Ernie Brown
APPROVAL OF THE AGENDA
STUDENT REPRESENTATIVE REPORT A. Tigard High Student Representative ............................................................. Teagan Langseth-DePaolis B. Tualatin High Student Representative ................................................................................. Victor Torres (Reports on meetings or correspondence of interest to the board).
7:05 PM
VII. PUBLIC COMMENT Discussion of non-agenda items must be approved by a consensus of the board. Discussion of specific agenda items may be deferred to the appropriate time the item is before the board as stated on the agenda or at the direction of the Board Chair.
7:15 PM
VIII. REPORTS & DISCUSSION A. Alternative Education Update ................................................ pg. 36 ............................. Andy McFarlane B. Strategic Plan Quarterly Report ............................................. pg. 48 ................................... Ernie Brown C. Bond Report ........................................................................... pg. 59 ................................... Ernie Brown D. 1st Reading Board Policies ..................................................... pg. 66 .................................. David Moore FCB – Bond Oversight Committee; GCBDD/GDBDD – Sick Time & DFA – Investment of Funds
8:30 PM
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ACTION ITEMS A. Award Municipal Advisor Contract....................................... pg. 92 .................................. David Moore B. AES Fire Alarm System Monitoring & Security Control Panel Upgrade and Monitoring Contract Awards ................................................. pg. 93 .................................. David Moore
9:30 PM
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ADJOURN .................................................................................................................................. Board Chair
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DATES TO REMEMBER December 12, 2016 .................................................................. Regular Meeting ................................................................................................. 6:30 p.m. January 9, 2017 ........................................................................ Regular Meeting ................................................................................................. 6:30 p.m. January 23, 2017 ...................................................................... Regular Meeting ................................................................................................. 6:30 p.m. February 13, 2017 .................................................................... Regular Meeting ................................................................................................. 6:30 p.m. February 27, 2017 .................................................................... Regular Meeting ................................................................................................. 6:30 p.m. March 13, 2017 ........................................................................ Regular Meeting ................................................................................................. 6:30 p.m. April 10, 2017 .......................................................................... Regular Meeting ................................................................................................. 6:30 p.m. April 24, 2017 .......................................................................... Regular Meeting ................................................................................................. 6:30 p.m. May 8, 2017 .............................................................................. Regular Meeting ................................................................................................. 6:30 p.m. May 22, 2017 ............................................................................ Regular Meeting ................................................................................................. 6:30 p.m. June 12, 2017 ............................................................................ Regular Meeting ................................................................................................. 6:30 p.m. June 26, 2017 ............................................................................ Regular Meeting ................................................................................................. 6:30 p.m. July 10, 2017 ............................................................................ Regular Meeting ................................................................................................. 6:30 p.m. 1. 2. 3. 4. 5.
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Public Participation in Board Meetings A visitor may complete a ‘Public Comment Card’ and give it to the Board secretary at the Board table prior to the beginning of the meeting. After being recognized by the Board chair, the speaker will sit at the presenter’s table and identify himself/herself with his/her full name and address and stating his/her purpose in addressing the Board. A group of visitors with a common purpose should designate a spokesman for the group. Comments or statements by members of the public are limited to 3 minutes and should be brief and concise unless otherwise authorized by the Chair. Speakers may comment a topic not on the published agenda, however, the Board, at its discretion, may require that the proposal, inquiry, or request be submitted in writing. The Board reserves the right to refer the matter to the administration for action or study and to report at a subsequent meeting. When meetings are large or controversial, anyone wishing to speak before the Board, either as an individual or as a member of a group, on any agenda or non-agenda item, may do so at the discretion of the Board chair. Individuals should complete a ‘Public Comment Card’ and give it to the Board secretary at the Board table prior to the beginning of the meeting. The Chair will determine the amount of time that will be allotted for each individual. Speakers may offer objective criticism of district operations or programs but the Board will not hear complaints concerning specific district personnel. These procedures will be published on the back of every Board meeting agenda.
~ Matters Permitted for Executive Session ~ ORS 192.620 The Oregon form of government requires an informed public aware of the deliberations and decisions of governing bodies and the information upon which such decisions were made. It is the intent of ORS 192.610 to 192.690 that decisions of governing bodies be arrived at openly. However, a school board may hold an Executive Session, which excludes the public after the Board Chair has identified one or more of the following reasons: As per ORS 332.061 (1) Any hearing held by a district school board or its hearings officer on any of the following matters shall be conducted in executive session of the board or privately by the hearings officer unless the student or the student’s parent or guardian requests a public hearing: (a) Expulsion of a minor student from a public elementary or secondary school. (b) Matters pertaining to or examination of the confidential medical records of a student, including that student’s educational program. As per ORS 192.660 (2) The governing body of a public body may hold an executive session: (a) To consider the employment of a public officer, employee, staff member or individual agent. (b) To consider the dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent who does not request an open hearing. (c) To consider matters pertaining to the function of the medical staff of a public hospital licensed pursuant to ORS 441.015 to 441.063, 441.085, 441.087 and 441.990 (3) including, but not limited to, all clinical committees, executive, credentials, utilization review, peer review committees and all other matters relating to medical competency in the hospital. (d) To conduct deliberations with persons designated by the governing body to carry on labor negotiations. (e) To conduct deliberations with persons designated by the governing body to negotiate real property transactions. (f) To consider information or records that are exempt by law from public inspection. (g) To consider preliminary negotiations involving matters of trade or commerce in which the governing body is in competition with governing bodies in other states or nations. (h) To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. (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. (j) To carry on negotiations under ORS chapter 293 with private persons or businesses regarding proposed acquisition, exchange or liquidation of public investments. (3) Labor negotiations shall be conducted in open meetings unless both sides of the negotiators request that negotiations be conducted in executive session. Labor negotiations conducted in executive session are not subject to the notification requirements of ORS 192.640. (4) Representatives of the news media shall be allowed to attend executive sessions other than those held under subsection (2)(d) of this section relating to labor negotiations or executive session held pursuant to ORS 332.061 (2) but the governing body may require that specified information subject of the executive session be undisclosed. (5) When a governing body convenes an executive session under subsection (2)(h) of this section relating to conferring with counsel on current litigation or litigation likely to be filed, the governing body shall bar any member of the news media from attending the executive session if the member of the news media is a party to the litigation or is an employee, agent or contractor of a news media organization that is a party to the litigation. (6) No executive session may be held for the purpose of taking any final action or making any final decision. (7) The exception granted by subsection (2)(a) of this section does not apply to: (a) The filling of a vacancy in an elective office. (b) The filling of a vacancy on any public committee, commission or other advisory group. (c) The consideration of general employment policies. (d) The employment of the chief executive officer, other public officers, employees and staff members of a public body unless: (A) The public body has advertised the vacancy; (B) The public body has adopted regular hiring procedures; (C) In the case of an officer, the public has had the opportunity to comment on the employment of the officer; and (D) In the case of a chief executive officer, the governing body has adopted hiring standards, criteria and policy directives in meetings open to the public in which the public has had the opportunity to comment on the standards, criteria and policy directives. (8) A governing body may not use an executive session for purposes of evaluating a chief executive officer or other officer, employee or staff member to conduct a general evaluation of an agency goal, objective or operation or any directive to personnel concerning agency goals, objectives, operations or programs.
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November 14, 2016 Board Meeting Minutes
School Board Minutes Tigard-Tualatin School District, 23J The minutes are official after Board approval and will be posted at www.ttsd.k12.or.us.
Administrators Present: Ernie Brown, Superintendent Karen Twain, Assistant Superintendent David Moore, CFO Susan Stark Haydon, Community Relations Director Todd Robson, Teaching & Learning Director Wanda Hennelly, Human Resources Director Joyce Woods, Student Services Director
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Others Present: Patty Roberts, Executive Assistant Phil Wentz, Facilities Manager Elizabeth Michels, Controller Victor Torres, TuHS Student Representative
Teagan Langseth-DePaolis, THS Student Rep. John Weber, TTEA President Susan Salkield, Special Projects Director Chris McIssac, Upward Bound David Matheson, THS Parent Brandon, Matheson, THS Student Margie Greene, FTTS Director & Bond Committee Ann DuPuis, Parent & Bond Committee Member Karen Hughart, CFT Teacher & Bond Committee Karen Emerson, Parent & Bond Committee Sarah Beck, MWW Parent & Bond Committee Mark Dernedde, TuHS Parent & Bond Committee Nicole White, ARES Parent & Bond Committee Kim Kelleher, TMS Parent & Bond Committee Beth Roach, HMS Parent & Bond Committee Pam Webb, THS Parent & Bond Committee Sarah Rowe, MES Parent & Bond Committee Lois Rutkin, Bond Committee Debbie Rutkin, Bond Committee Lauren O’Driscoll, NWRESD, Executive Specialist Kaylene Mendenhall, Bond Steering Committee
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Board Members Present: Maureen Wolf, Board Chair Jill Zurschmeide, Board Vice Chair Barry Albertson Terri Burnette Dana Terhune
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EXECUTIVE SESSION ~ 5:45 PM
EXECUTIVE SESSION CALLED TO ORDER 5:45 PM
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An executive session was convened at 5:45 PM under ORS 332.061(1)(a) expulsion of a minor student from a public elementary or secondary school. Present at the session were Board Chair Maureen Wolf, Board Vice Chair Jill Zurschmeide, members Barry Albertson, Terri Burnette and Dana Terhune, Superintendent Ernie Brown, Director of Human Resources Wanda Hennelly, Expulsion Hearings Officer Scott Baker, Tualatin HS Associate Principal Kim Holden, Student TG, family members Mr. Goodhue, Mrs. Goodhue and Board Secretary Patty Roberts. Expulsion of a minor student from a public elementary or secondary school was discussed. The Executive Session was recessed at 6:40 PM. 6:45 PM REGULAR SESSION I. CALL TO ORDER ~ 6:45 PM Board Chair Maureen Wolf called the Regular Board Meeting Session of the Tigard-Tualatin School District Board of Directors to order at 6:45 PM at the Hibbard Administration Building, 6960 SW Sandburg St., Tigard, OR 97223. II. APPROVAL OF THE AGENDA ~ 6:46 PM Superintendent Brown stated that there are no changes to the Agenda. III.
CONSENT AGENDA ~ 6:46 PM
2016-2017 Tigard-Tualatin School District Board of Directors: Maureen Wolf, Chair; Jill Zurschmeide, Vice-Chair; Barry Albertson, Terri Burnette, Dana Terhune, Directors November 28, 2016 TTSD Board Meeting Agenda
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November 14, 2016 Board Meeting Minutes The consent agenda consisted of the: October 10, 2016 TTSD Board Meeting Minutes, October 17, 2016 TTSD Special Board Meeting Minutes, October 24, 2016 TTSD Board Meeting and Work Session Minutes, Human Resources Report/Personnel Action and September Financial Report, as presented. Director Zurschmeide made a MOTION to approve the consent agenda, consisting of the October 10, 2016 TTSD Board Meeting Minutes, October 17, 2016 TTSD Special Board Meeting Minutes, October 24, 2016 TTSD Board Meeting and Work Session Minutes, Human Resources Report/Personnel Action and September Financial Report, as presented. Director Burnette seconded the MOTION. Chair Wolf asked for discussion. There was no discussion. The MOTION carried unanimously, 5-0. The MOTION passed. IV. RECOGNITION & GOOD NEWS ~ 6:48 PM Susan Stark Haydon, Community Relations Director, introduced several people in attendance this evening who represent the Volunteer Bond Campaign Committee for Tigard-Tualatin School District. This committee has recently completed a successful campaign to pass a $291 million dollar bond. The following information can be found on the district’s webpage. By a 60% YES vote, Tigard-Tualatin School District voters have passed the district's $291,315,000 bond measure.
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This measure will make a significant difference for district students for many years to come by rebuilding or substantially rebuilding three of the district's oldest schools; adding classrooms and a new elementary school; making safety and security improvements district-wide; completing scheduled facility repairs; building/remodeling STEM (Science, Technology, Engineering and Math) classrooms; and purchasing new and replacement technology, textbooks and digital curriculum. We continue to be extremely grateful for the Tigard-Tualatin community's generous support for our schools. For more information about specific bond measure projects, see the district's Bond Measure web page: http://www.ttsdschools.org/pages/ttsd/About_Us/Proposed_2016_Bond_Measure
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Superintendent Brown and the Board thanked the members of the committee for their hard work and dedication to the students of TTSD and especially Susan Stark Haydon, Community Relations Director. Director Stark Haydon is a valuable resource that many district’s do not have available. Superintendent Brown personally thanked each member of the committee.
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V. STUDENT REPRESENTATIVE REPORT ~ 7:15 PM Victor Torres, TuHS Student Representative shared comments that are attached to these minutes. He highlighted information about a variety of activities, athletics, arts and academic events that are taking place at Tualatin High School. Teagan Langseth-DePaolis, THS Student Representative shared comments that are attached to these minutes. She highlighted information about a variety of activities, athletics, arts and academic events that are taking place at Tigard High School. VI. SUPERINTENDENT & BOARD COMMUNICATION ~ 7:25 PM Ernie Brown, Superintendent stated that he will provide comments during the Reports and Discussion portion of the meeting. Board member(s) shared: • Past weekend was the annual OSBA state convention and had an opportunity to hear from speakers, chat with friends and peers from across the state. There were excellent keynote speakers on Friday and Saturday. • Board members enjoyed one speaker in particular, Pedro Madera who shared his book, Excellence in Equity. 2016-2017 Tigard-Tualatin School District Board of Directors: Maureen Wolf, Chair; Jill Zurschmeide, Vice-Chair; Barry Albertson, Terri Burnette, Dana Terhune, Directors November 28, 2016 TTSD Board Meeting Agenda
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November 14, 2016 Board Meeting Minutes • •
• VII.
NY Magazine Article by Andrew Sullivan: I Used to Be a Human Being Attended the Oregon Science Teacher Association (OSTA) Awards Night at OMSI on November 10th to honor Dylan McCann, OSTA Outstanding Middle School Classroom Teacher Award. Mr. McCann works at Twality MS and teaches Science. He works tirelessly to connect his students to Science / STEM in the community. A law professor at U of Oregon Law School suggested that students read a book by Damon Tweedy: Black Man in a White Coat PUBLIC COMMENT ~ 7:40 PM
Chair Wolf shared the public comment participation process noting that each person will have 3 minutes to share their comments with the Board. She stated that speakers may offer objective criticism to the District operations or programs but the Board will not hear complaints concerning specific personnel. There was no public comment. VIII.
REPORTS & DISCUSSION ~ 7:40 PM
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A. Election Update – Ernie Brown ~ 7:40 PM Superintendent Ernie Brown shared information regarding the recent election using a PowerPoint presentation, found attached to these minutes. He shared that the presentation will provide a summary of each measure as well as their possible implications for the district. The presentation focused on: • Ballot Measure 99: Creating an outdoor school education fund, continuously funded through lottery, to provide outdoor school programs statewide. • Ballot Measure 98: Requiring state funding for dropout-prevention, career and college readiness programs in Oregon high schools. Trauma Informed Schools – Karen Twain ~ 8:00 PM
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Karen Twain, Assistant Superintendent and Susan Salkield, Special Projects Director shared that there is increasing recognition of the relationship between childhood trauma and children’s ability to learn and succeed in school. They shared a PowerPoint presentation and reviewed each slide in detail, a copy of the presentation is found in this agenda. This presentation covered three TTSD trauma-informed initiatives including the Pax Good Behavior Game, the Trauma Informed Schools grant at Tigard HS (one of only two schools within our state were chosen to receive this grant) and ongoing learning through Administrator meetings in preparation for wider application of trauma-informed policies and practices. Their next steps include: ongoing training for administrators, develop an internal capacity, training for counselors and school psychologists, creating awareness among all district staff (phased plan for school-based trainings), and to examine the possibility of one or more focus schools for targeted leadership/staff training and possible school-wide implementation. C.
Bond Update – Ernie Brown ~ 8:18 PM
Ernie Brown, Superintendent, David Moore, CFO, Elizabeth Michels, Controller and Phil Wentz, Facilities Manager shared information regarding the Capital Bond Program, using a PowerPoint presentation, found attached to these minutes. He shared that the presentation will focus on updating the Board regarding the recently approved bond measure to modernize schools, improve safety and technology and reduce overcrowding. He discussed: Program Management, Architect selection, Educational and Technical specifications, Project Oversight Committee, Core functions of the Bond Oversight Committee, Internal Project Management Team, which is in place during the Bond Program and next steps. He shared that the Internal Bond Management Team will include the Director of Bond Projects, Business Office and Operations Department Support and Field Operations Inspector, Bond Accountant, Accounts Payable, 2016-2017 Tigard-Tualatin School District Board of Directors: Maureen Wolf, Chair; Jill Zurschmeide, Vice-Chair; Barry Albertson, Terri Burnette, Dana Terhune, Directors November 28, 2016 TTSD Board Meeting Agenda
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November 14, 2016 Board Meeting Minutes Purchaser, Administrative Assistant, Secretarial Support, etc. Also he noted that the Field Operations Inspectors will be those who can drop everything and go to a site if needed. Superintendent Brown provided detailed next steps, that include: • Complete architect selection; • Advertise for Director of Bond Projects position; • Advertise for Bond Oversight Committee members; • Complete the Education Specifications & Technical Specifications; • Work with project management team to complete initial schedule. • Hire Municipal Advisor. • Prepare for Bond sale. He stated that before Winter Break he will go to every school that will have significant construction and meet with staff. Director Moore reviewed the Bond selling process, including who attends and who will sit with the District. He said that the District will sell the bonds in February and/or March, 2017.
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ACTION ITEMS ~ 8:53 PM
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Superintendent Brown and the Board thanked Director Moore, Ms. Michels and Mr. Wentz for all of their work regarding the Bond.
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A. Recommendation for Approval of Submission for Renewal of a Federal TRIO Upward Bound Grant – Susan Salkield ~ 8:53 PM Susan Salkield, Special Projects Director and Chris McIssac, Upward Bound Director, work with low income, first generation to college students to help them graduate from HS, gain entrance to and successfully complete college. Mr. McIssac shared there are currently 62 students in the Upward Bound, at TuHS and THS. Upward Bound. A TRIO program providing college readiness services for students in grades 9-12. Services include afterschool tutoring and advising, college and career exploration, college visits, a six-week summer session including for-credit classes, and assistance with college, financial aid and scholarship applications. They discussed detailed information about the Upward Bound program and Grant using a PowerPoint presentation, found in the agenda.
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They shared that a competition is currently open for Upward Bound funds, through this grant, for the next fiveyear period (2017-2022). Both new and existing programs must apply as part of this process. The total grant award over the five-year period is $257,000 per year for a period of five years. Director Terhune made a MOTION that the Tigard-Tualatin School Board of Directors approve the submission of an Upward Bound grant application, as presented. Board Member Zurschmeide seconded the MOTION. Chair Wolf asked for discussion. There was no discussion. The MOTION carried unanimously, 5-0. The MOTION passed. B. Oregon School Boards Association Election – Maureen Wolf ~ 9:07 PM The election of Oregon School Board Association members is underway. OSBA Board of Directors – Position #15 – LeeAnn Larsen (running unopposed). Director Zurschmeide MOTIONED that the Tigard-Tualatin School District Board of Directors support LeeAnn Larsen for the OSBA Board of Director’s for position 15, as presented. Director Burnette seconded the MOTION. Chair Wolf asked for discussion. There was no discussion. The MOTION carried unanimously, 5-0. The MOTION passed. OSBA Resolution #1 to Adopt the 2017-18 OSBA Legislative Priorities and Policies as recommended by the OSBA Legislative Policy Committee – Director Zurschmeide MOTIONED that the Tigard-Tualatin School District Board of Directors adopt OSBA Resolution #1 to Adopt the OSBA 2017-18 Priorities and Policies as 2016-2017 Tigard-Tualatin School District Board of Directors: Maureen Wolf, Chair; Jill Zurschmeide, Vice-Chair; Barry Albertson, Terri Burnette, Dana Terhune, Directors November 28, 2016 TTSD Board Meeting Agenda
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November 14, 2016 Board Meeting Minutes recommended by the Legislative Policy Committee, as presented. Director Burnette seconded the MOTION. Chair Wolf asked for discussion. There was no discussion. The MOTION carried unanimously, 5-0. The MOTION passed. X. ADJOURN ~ 9:12 PM Board Chair Maureen Wolf adjourned the Regular Board meeting of the Tigard-Tualatin School District Board of Directors at 9:12 PM. EXECUTIVE SESSION ~ 9:18 PM Board Chair Maureen Wolf reconvened Executive Session at 9:22 PM to discuss ORS 332.061(1)(a) expulsion of a minor student from a public elementary or secondary school. Present at this session were Board Chair
Maureen Wolf, Board Vice Chair Jill Zurschmeide, members Barry Albertson, Terri Burnette and Dana Terhune, Superintendent Ernie Brown and Board Secretary Patty Roberts. Expulsion of a minor student from a public elementary or secondary school was discussed. The Executive Session was recessed at 10:45 PM. APPROVED BOARD MEETING
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DATE: November 28, 2016 CHAIRMAN:
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CLERK:
2016-2017 Tigard-Tualatin School District Board of Directors: Maureen Wolf, Chair; Jill Zurschmeide, Vice-Chair; Barry Albertson, Terri Burnette, Dana Terhune, Directors November 28, 2016 TTSD Board Meeting Agenda
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November 28, 2016 HUMAN RESOURCES REPORT TIGARD-TUALATIN SCHOOL DISTRICT 23J
HUMAN RESOURCES REPORT - LICENSED LASTNAME MOHR MANN WILCOX
FIRSTNAME KATHERINE JENNIFER CHRISTINE
RECOMMENDED ACTION EMPLOY LEAVE EMPLOY
CATEGORY REPLACE SOMER HESKETT LICENSED LEAVE AFTER FMLA LICENSED NEW POSITION LICENSED
BUILDING TWAILTY TUALATIN ELEMENTARY TIGARD HS
ASSIGNMENT TEACHER-LEARNING SPECIALIST SPT KINDERGARTEN TRAUMA SPECIALIST
FTE RATE EFFECTIVE DATE ENDS 1.000 A1 11/8/16 6/16/17 1.000 D4 5/29/17 6/2/17 1.000 D3 11/23/16 6/16/17
BUILDING HIBBARD TRANSPORTATION TIGARD HIGH SCHOOL STUDENT SERVICES TEACHING AND LEARNING
ASSIGNMENT DISTRICT SUPPORT MANAGER MINI BUS DRIVER LEARNING SPECIALIST ASSISTANT LEARNING SPECIALIST ASSISTANT MEDIA ASSISTANT 3
FTE RATE EFFECTIVE DATE ENDS 1.000 AA3 11/14/16 0.750 I4 11/9/16 0.875 I0 11/7/16 0.688 I4 11/29/16 0.875 I3 11/14/16
CPEC=Classified Position Evaluation Committee per OSEA-TTSD Bargaining Agreement
*Assignment ends June 2015 **Salary placement may be adjusted in accordance with prevailing OSEA Bargaining Agreement + Redline ++Grandfathered
HUMAN RESOURCES REPORT - CLASSIFIED LASTNAME DIRREN HIATT MOLINA NGUYEN SMITH
FIRSTNAME DENNIS FRANCENE GRACIA SHEENA EMILY
as of 11/22/16 10:59 AM Prepared by Annette Cooley, HR Ast\server\PERSJAN222004
RECOMMENDED ACTION TERM TERM HIRE HIRE HIRE
DISCHARGED DISCHARGED REPLACE BRASE REPLACE REPLACE GRAVES
CATEGORY CLASSIFIED CLASSIFIED CLASSIFIED CLASSIFIED CLASSIFIED
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
David Moore, Chief Financial Office
RE:
October Financial Report
EXPLANATION: This month’s financial report includes the October, 2016 statements for the General Fund, September, 2016 M.I.T.C.H. Charter School statements. The M.I.T.C.H. Charter School statements were received in a timely manner. GENERAL FUND: The General Fund Composition of Fund Balance shows Accounts Payable of $839,584. This amount includes $835,143.63 due to ODE for over collection of local revenue in the State School Fund Grant. The district booked a liability of $1,041,621 in the prior year. The current liability will remain on the report until the State settles the 2015-16 grant in May, 2017. ANNUAL AUDIT: The annual audit fieldwork for the fiscal year ending June 30, 2016 was completed on Thursday, October 21, 2016. The Superintendent, CFO and Controller met with the auditor in a phone conference on Monday, October 24, 2016. The auditors did not find any issues with the District’s books or report. The final report will be filed as required with ODE and the Secretary of State and other entities and agencies that have requested the report. The District staff will also file detailed revenue and expenditure information with ODE for the database initiative project. FINANCIAL OVERSIGHT COMMITTEE: The Financial Oversight Committee met on Monday, November 14, 2016 in a public meeting. The Committee reviewed the District’s investments and investment rules. The rules will be presented to the School Board for review in November and December. The Committee set a special meeting for Monday, January 23, 2017 to discuss investment of bond proceeds. CFO David Moore presented a report on internal controls. As a representative from the District’s auditors could not attend, the Committee chair will phone the audit partner to discuss any results of the annual audit. The Committee will make their report to the School Board on January 23, 2017. A representative of the auditing firm will also attend the Board meeting.
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BOND PROJECTS: The District applied for the Oregon School Capital Improvement Matching Program last summer. At the time the district was notified that the district was not in the approved districts for the grant. Districts must pass a bond levy to qualify for the funds but must apply before the levy is filed. Several districts in the state did not pass bond measures and Tigard-Tualatin was moved up on the list and was awarded a matching grant of $3,050,000. A grant agreement will be completed with the State. Staff has begun work towards the sale of the first bond issue. Consultants are assisting the sizing of the first bond sale. Federal regulations require that 85% of bond proceeds are spent within three years so project timelines are being developed to determine the projects that can be completed within three years.
PRESENTER: SUPPLEMENTARY MATERIALS:
David Moore, CFO
October, 2016 statements for the General Fund and the September, 2016 M.I.T.C.H. Charter School statements.
RECOMMENDATION:
NONE
PROPOSED MOTION:
NONE
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
Diane Wylie, MA, RDN
RE:
Food Service Bid Rollovers for 2016-17
EXPLANATION: The RFP for Milk and Dairy Products was issued in 2015-2016 and is eligible for extension by rolling it over for its second year of the contract. Medosweet Farms asked for a 1% increase on liquid milk only for the 20162017 school year. Total purchases from Medosweet Farms last year were approximately $221,697. The RFP for Bakery Products was issued in 2015-2016 and is eligible for extension by rolling it over for its second year of the contract. Franz Bakery did not ask for any increase for the 2016-2017 school year. Total purchases from Franz Bakery last year were approximately $44,718. The RFP for Food Products and Miscellaneous Non-Food Supplies was issued and processed by the Oregon Child Nutrition Coalition in 2012 and is eligible for extension by rolling it over for its final year of the contract. OCNC offered Sysco a 1.1% increase on the fixed fee for 2016-2017, Sysco accepted a 0.55% increase. Total purchases from Sysco last year were approximately $335,401. The RFP for Foodservice Supplies was issued and processed by the Applegate Trail Child Nutrition Purchasing Group in May 2016 for the 2016-2017 school year. This bid was awarded by line item and by groups of similar items as outlined in the bid documents; multiple vendors were awarded based on line items. McDonald Wholesale and Wallace Paper Company were the awarded vendors for Tigard-Tualatin School District’s estimated items. PRESENTER:
Diane Wylie, MA, RDN
SUPPLEMENTARY MATERIALS:
None
RECOMMENDATION:
Approval
PROPOSED MOTION:
I move to extend the RFP for Milk and Dairy Products to Medosweet Farms and to extend the RFP for Bakery Products to Franz Bakery, for Food Products and Miscellaneous Food and Supplies as issued and processed by the Oregon Child Nutrition Coalition to SYSCO Food Services of Portland, Inc. and for Foodservice Supplies as issued and processed by the Applegate Trail Child Nutrition Purchasing Group based on the line items that were awarded to the specific vendors.
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
Andy McFarlane
RE:
Alternative Education Update
EXPLANATION: Each Fall schools are required to complete a comprehensive Continual Improvement Plan (CIP). In the Spring, schools take their living documents (CIP) and begin a more extensive review using current perception, implementation and summary data as means to assist in guiding next level work. CIPs include specific student achievement goals in areas of “academics” with a focus on literacy, school climate/culture and equity. High leverage action(s) are called out with a professional development plan created specifically to support staff in utilizing the focus strategies with fidelity. The presentations will provide the School Board with a connection between school improvement efforts for Durham Education Center. Link to Teaching and Learning Continual Improvement Plans Webpage: http://www.ttsdschools.org/pages/ttsd/District/Curriculum_Instruction/Continuous_Improvement_Plans
PRESENTER:
Andy McFarlane
SUPPLEMENTARY MATERIALS:
Durham Education Center CIP Materials
RECOMMENDATION:
Reports and Discussion
PROPOSED MOTION:
None
November 28, 2016 TTSD Board Meeting Agenda
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Durham Education Center 2016-17 Continual Improvement Plan Overview All of our programs are driven by the certainty that all students are capable of growth and progress. We believe it is our responsibility to attend to the “whole child,” and our privilege to work with each student as a unique individual. We offer smaller classes, increased access to health and social services, greater flexibility and development of more personal relationships as a springboard for academic achievement.
“You can. . . we’ll help”
November 28, 2016 TTSD Board Meeting Agenda
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Durham Education Center 2016-17 Continual Improvement Plan
ABLE/Choices Mission: Our purpose is to provide a direct instruction school experience with greater supports for students who are in need of an alternative space.
` School Vision: “You can… we’ll help.”
Core Values: All of our programs are driven by the certainty that all students are capable of growth and progress. We believe it is our responsibility to attend to the “whole child,” and our privilege to work with each student as a unique individual. We offer smaller classes, increased access to health and social services, greater flexibility and development of more personal relationships as a springboard for academic achievement.
Continual Improvement Plan Academic Focus Data Review → Academic Emphasis → Goals → High Leverage Actions → PD/Action/Evidence Plan Academic Area of Emphasis/Problem of Practice After a thorough review of school perception, implementation and outcome data/evidence, the academic area of emphasis and our Problem of Practice is specific to Reading with a more in-depth focus on ELL Students.
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Academic SMART Goals
Goal 1: Raising the Bar
By June 2017, in the area of writing, all students will increase frequency of academic language phrases from an average of 4 per sample to an average of 8 per sample as evidenced by data from writing assessments done as pre, mid, and post.
Goal 2: Closing the Achievement Gap
By June 2017, in the area of writing, ELL students will increase frequency of academic language phrases from an average of 2 per sample to an average of 8 per sample as evidenced by data from writing assessments done as pre, mid, and post.
Identify a High Leverage Action We will increase exposure to and practice using academic language phrases by implementing explicit oracy instruction in 100% of classrooms. Professional Development Plan for Academic Goals Date
Action (Data, Feedback, PD)
Participants (Principal, Leadership, Staff, Team, Teacher)
Task/Focus
Quarterly
PD
Staff
Sharing oracy instruction strategies
Quarterly
Feedback
McFarlane
Administrator observation
Quarterly
Feedback
Staff
Sept, Feb, June
Data
Staff
Teacher/Teacher observation Pre, mid, post assessment
November 28, 2016 TTSD Board Meeting Agenda
Equity Lens
When
Training specific to culturally relevant oracy strategies Use of look-for tool based on oracy stategies
October 21
Monthly
Monthly Data disaggregated by race
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Continual Improvement Plan Culture/Climate Focus Data Review → Academic Emphasis → Goals → High Leverage Actions → PD/Action/Evidence Plan Building Culture/Climate Area of Emphasis/Problem of Practice After a thorough review of school perception, implementation and outcome data/evidence, the climate area of emphasis and our Problem of Practice is specific to Building Culture/Climate with a more in-depth focus on Spanish-speaking families. Building Culture/Climate SMART Goals
Goal 1: Raising the Bar Goal 2: Closing the Achievement Gap
By June 2017, the percentage of regular attenders (90% or better) will increase from 42% in 2015-2016 to at least 80% as evidenced by daily attendance report data. By June 2017, the incidence of parent-initiated communication in Spanish will increase from 30 in 2015-2016 to at least 60 as evidenced by data collected by the building receptionist.
Identify a High Leverage Action Increase attendance monitoring and accountability through implementation of a new tracking system, increased bilingual parent communication, execution of a tiered intervention system, and weekly/quarterly incentivizing.
Professional Development Plan for Building Culture/Climate Goals Date
Action (Data, Feedback, PD)
Task/Focus
Equity Lens
When
Data
Participants (Principal, Leadership, Staff, Team, Teacher) Staff
Weekly
Identification of non-attenders
Disaggregated by race and ethnicity
Friday case management
Daily/Weekly
Feedback
Staff
Daily/Weekly
Feedback/Intervention
Staff
Quarterly
PD – Review of Practices
Staff
Communication with students Communication with parents Assess efficacy of practices
Quarterly
Data
Staff
Assess eligibility for students’ incentive/change of placement
November 28, 2016 TTSD Board Meeting Agenda
Daily Bi-lingual in Spanish Review culturally relevant strategies Monitor by race and ethnicity
As needed/ weekly Semester and end of year
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Continual Improvement Plan Equity Focus Data Review → Academic Emphasis → Goals → High Leverage Actions → PD/Action/Evidence Plan Equity Area of Emphasis/Problem of Practice After a thorough review of school perception, implementation and outcome data/evidence with the Building Equity Coordinator, staff member(s) and PASS representation, the equity area of emphasis and our Problem of Practice is specific to community engagement with a specific focus on our families of color. Equity SMART Goal
Closing the Achievement Gap
By June 2017, opportunities for parent inclusion/advisory will increase from once a year to a minimum of four.
Identify a High Leverage Action We will begin by administering a bilingual parent survey to identify parent desires and then organize subsequent actions and events accordingly. We will begin with a “Family Food Night” this December.
Professional Development Plan for Equity Goal Date
Action (Data, Feedback, PD)
Participants (Principal, Leadership, Staff, Team, Teacher)
Task/Focus
Equity Lens
October
Data/Feedback
Staff
Write parent survey
Feedback
Staff
Parent conference
Winter
Feedback
Staff
Family Food Night
Spring
PD/Feedback
Staff
Resource event
Quarterly
Feedback
Staff
Newsletter and communication as guided by survey data
Spanish translated Spanish translated Inclusive of cuisine from all races and ethnicities at DEC Spanish translation offered Spanish translated/hand delivered to identified families
October
November 28, 2016 TTSD Board Meeting Agenda
When
November October December 8th
TBD
Quarterly
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Tigard-Tualatin Online Academy 2016-17 Continual Improvement Plan
School Mission: Provide access to high quality curriculum for students needing a flexible and independent option.
School Vision: To create a welcoming community of learners for both at-risk and traditional students.
Core Values: ● We will believe in building personalized connections between staff and students. ● We believe in holding all students accountable to high academic standards, regardless of risk factors or life challenges.
Continual Improvement Plan Culture/Climate Focus Data Review → Academic Emphasis → Goals → High Leverage Actions → PD/Action/Evidence Plan Building Culture/Climate Area of Emphasis/Problem of Practice After a thorough review of school perception, implementation and outcome data/evidence, the climate area of emphasis and our Problem of Practice is specific to Building Culture/Climate with a more in-depth focus on female and transgender students.
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Academic and Building Culture/Climate SMART Goals
Goal 1: Raising the Bar
Baseline survey data indicate that TTOA students feel connected to TTOA based on sense of belonging survey. By June 2017, the total average will increase from 4.26 to 4.34.
Identify a High Leverage Action Increase on-campus attendance and academic engagement: ● Allocate TTOA resources to students who can commit to taking at least half of their courses at TTOA in order to improve teacher/student relationships. Changes in Case Management: ● Implement tiered intervention system for students including regular monitoring and communication of progress to stakeholders. ● Re-vamp Students of Concern process to better meet the emergent mental health needs of the TTOA student population. Improve the ConnecTTOA student experience: ● Staff will implement a “check out” survey about connecTTOA lessons to get immediate feedback ● Staff will make lesson outcome/goal clear to students ● Themes per quarter visible to kids Professional Development Plan for Building Culture/Climate Goals Date
Action (Data, Feedback, PD) Feedback
Participants (Principal, Leadership, Staff, Team, Teacher) Counselor and staff as needed
Task/Focus
Equity Lens
When
Community service, social skills, team building activities
Weekly Monthly
Two times a week
Feedback
Students, staff and counselor
Beginning and End of year
Data/ Feedback
Staff/Students
PD
Staff
Drill down to disaggregated responses by race and gender at semester Equity is the theme of the conference this year
During ConnecTTOA sessions, weekly
10/25-10/29
ConnecTTOA Sessions: Help students reflect on progress, address questions and/or concerns and build social relationships between students. Collect data on students sense of belonging at TTOA and mental/emotional well-being Attend the INACOL conference to learn about best practices in an Online and Blended learning
Monitor participation by race and ethnicity Monitor participation by race, gender and sexual orientation
Throughout year
November 28, 2016 TTSD Board Meeting Agenda
Weekly
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Tigard-Tualatin School District The Hub Project 2016-17 Continual Improvement Plan School Mission: The Hub Project reconnects disengaged youth to their education, their community, and their future.
` School Vision: The Hub Project envisions quality, equitable opportunities for all TTSD youth, free of exclusionary discipline practices where it is safe to fail and try again, launching at-risk youth on a trajectory of success.
Core Values: Equity. 10th Chances. Sense of Belonging.
Continual Improvement Plan Academic Focus Data Review → Academic Emphasis → Goals → High Leverage Actions → PD/Action/Evidence Plan Academic Area of Emphasis/Problem of Practice After a thorough review of school perception, implementation and outcome data/evidence, the academic area of emphasis and our Problem of Practice is specific to Course Completion with a more in-depth focus on Hispanic student credit achievement. Academic SMART Goals
Goal 1: Raising the Bar Goal 2: Closing the Achievement Gap
By end of school year 2017, the average performance of Hub students will improve from .5 credits per quarter to 1 credit per quarter as evidenced by quarterly progress report. By end of school year 2017, the average performance of hispanic students will improve from .125 credits per quarter to 1 credit as evidenced by quarterly progress report.
Identify a High Leverage Action We will increase student achievement by implementing strict attendance guidelines and achievement incentives in 100% of classes.
November 28, 2016 TTSD Board Meeting Agenda
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Professional Development Plan for Academic Goals
Date
Quarterly
Action (Data, Feedback, PD) Data
Participants (Principal, Leadership, Staff, Team, Teacher) Program Director
Annually
PD
Program Director
Quarterly
Feedback
Students, Staff
Annually
PD
Program Director and Staff
Task/Focus
Collect Individual student achievement data
PBIS Training
Student Self-Efficacy Survey
TBD based on feedback
November 28, 2016 TTSD Board Meeting Agenda
Equity Lens
When
Drill down to sub population data quarterly Seek specific skills to encourage students of color. Analyze any anomalies through equity lens TBD based on feedback
Nov, Jan, April, June
April 2017
Nov, Jan, April, June
Nov, Jan, April, June
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Durham Education Center Problem of Practice 2016-17
Academic Area of Emphasis/Problem of Practice Due to our students’ historical lack of success in school, spotty attendance and lack of fluency with academic language we have chosen to focusing on developing language through intentional oracy instruction in 100% of classrooms. Simply put, we feel a sense of urgency to make up for lost ground in developing our students’ academic language and see oracy strategies as a means to accomplish this while promoting student engagement and overall academic success. Building Culture/Climate Area of Emphasis/Problem of Practice At Durham Education Center our students have historically struggled with attendance and this has led to obstacles in credit accrual, school persistence and graduation. We have tried many things to address this over the past years: incentivising attendance, growth mindset as a lens for attendance improvement and implementing contracts and potential removal as result of non-attendance. We have never been happy with our regular attender rate and teachers have struggled to provide continuity of instruction for chronically absent students. For these reasons, we have made attendance our primary focus for climate and are working on many fronts to promote attendance in the hopes that it will lead to student success and improved job satisfaction among staff. Equity Area of Emphasis/Problem of Practice Over the years we have struggled family engagement and it is our belief that our students will enjoy better academic outcomes and likelihood to pursue post-secondary education if their parents and guardians participate in their children’s learning. For this reason we are reconsidering how we approach family engagement and are setting a goal to improve the frequency, purpose and nature of family engagement. We plan to offer a spectrum of family events ranging from academic feedback, resource nights, food events and even a potential movie night. Our hope is that through these events we can build connections, provide feedback and learn from our parents and guardians to benefit our programs and our students.
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November 28, 2016 TTSD Board Meeting Agenda
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
Ernie Brown
RE:
Strategic Plan Quarterly Report
EXPLANATION: The Tigard-Tualatin School District Board of Directors adopted a new strategic plan for the 2016-2021 school years. This is the first quarterly report on the progress being made towards implementing the strategies described within the plan. The intent of the Board is that this plan will be implemented with fidelity in order to ensure the bar is raised for every child and every employee in the district resulting in increased student achievement and the closing of the achievement gap by race and ethnicity.
PRESENTER:
Ernie Brown
SUPPLEMENTARY MATERIALS:
Strategic Plan
RECOMMENDATION:
None
PROPOSED MOTION:
None
November 28, 2016 TTSD Board Meeting Agenda
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Tigard-Tualatin School District Strategic Plan 2016-2021
November 28, 2016 TTSD Board Meeting Agenda
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Tigard-Tualatin School District TTSD PRIORITIES FRAMEWORK
COLLECTIVE PURPOSE “Who are we and what do we stand for” Impact every student through the use of rigorous and culturally responsive instructional strategies and systems that close the racial achievement gap while improving outcomes for all students.
2016-‐17 INSTRUCTIONAL PRIORITIES
EBIS
TTSD Value: Systems & Data Driven Decision Making SATs
Build and sustain a positive school climate by strengthening the foundation of school wide EBS grades K-12 Implement key recommendations from EBIS systems review Implement an EBIS model specific to middle school that includes 100% and 20% meetings
TTSD Value: High Quality, Explicit Instruction Literacy Instruction
Strengthen and clarify vision, mission and values Empower teachers to analyze and utilize student achievement data to inform and adjust instruction and improve student outcomes Utilize SAT structure as a core system to support professional development, adult learning and group decision making
English Learner Instruction
District-‐wide implementation of Identify and provide high high-‐leverage explicit quality professional instructional strategies development to support 3 to 5 key oracy strategies such as Identify and provide high structured language routines quality professional development to support 3 to 5 Implement a highly effective key literacy strategies English Language Development program across Prepare administrators to all settings effectively coach teachers in achieving the instructional Strengthen teacher priorities identified by TTSD competence in utilizing Performance Standards sheltered instructional strategies in general Renew and strengthen classroom settings implementation of core literacy instruction K-12
Technology Develop and implement a foundation for personalized digital learning for every student
OPERATIONAL FOUNDATIONS Climate and Culture
Leadership Development Communication
Talent
Finance
Develop and implement a mental health support framework for TTSD students K-‐12
Develop clear, broadly shared agreements about what it means to be a culturally responsive leader in the Tigard-‐ Tualatin School District
Implement a comprehensive support program for teachers in their first three years of employment
Implement a priority-‐ based budget framework that directs funds to support district instructional priorities
Provide clear, consistent and ongoing communication regarding the work of the district
FINAL – November 1, 2016
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Our TTSD Mission… Educate every child.
Our TTSD Vision… Every student thrives in school and graduates prepared to succeed.
In our schools, each student: Is challenged by a rigorous academic program; Enjoys school and learning; Feels a sense of belonging; Is capable and confident.
Our TTSD Operational Values….. The Tigard-Tualatin school district will conduct business in a manner that communicates the core operational values of: • Maintaining the public’s trust • Fiscal transparency • Efficient and efficient operations • Clean and safe facilities
FINAL – November 1, 2016
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TTSD Strategic Plan Strategies and Outcomes Cornerstone #1: Student Achievement - We prepare students for success in a rapidly changing world Long Term Objective: All students are academically successful and are equipped to transition to their chosen next step after high school graduation. Strategy 1.1: Instructional Practices - The district will develop and implement a specific framework that identifies the highest leverage and most effective instructional practices that will be prioritized for use in every classroom, every day. A. Implementation Evidence: 1. Observational Data a. 80% of TTSD teachers evaluated will be rated a 3 or higher on TTSD Performance Standard 2.2: Learning objectives explicitly convey what students are supposed to know and/or be able to do as a result of the lesson. b. 80% of TTSD teachers evaluated will be rated a 3 or higher on TTSD Performance Standard 2.3: The teacher incorporates reading, writing, speaking, listening and/or performing relevant to the subject matter. c. 80% of TTSD teachers evaluated will be rated a 3 or higher on TTSD Performance Standard 2.4: The teacher uses a variety of strategies that are designed to achieve high levels of student engagement. d. “Look for” implementation data – Final measurement benchmarks under development 2. DIBELS Spring Composite Score Benchmark a. The percentage of all students achieving the Spring DIBELS benchmark will improve from 71% to 80%. b. The racial achievement gap between under-served students and white students will decrease from 22 percentage points to 10 percentage points as evidenced by the Spring DIBELS Benchmarks. B. Outcomes – By 2021… 1. Smarter Balanced English Language Arts assessment a. The percentage of all students achieving benchmark will improve from 67% to 80% b. The racial achievement gap between under-served students and white students will decrease from 31 percentage points to 10 percentage points. 2. Smarter Balanced Mathematics assessment a. The percentage of all students achieving benchmark will improve from 53% to 80%. b. The racial achievement gap between under-served students and white students will decrease from 34.4 percentage points to 10 percentage points Strategy 1.2: Instructional Technology Integration: Professional development will focus on increasing teacher effectiveness in using instructional technology to integrate the 4 c’s – critical thinking, communication, collaboration and creativity into daily instruction. A. Implementation Evidence: 2. Classroom Data a. 80% of TTSD teachers evaluated will be rated a 3 or higher on TTSD Performance Standard 2.11: Teacher maximizes student learning by facilitating the use of available technological tools and resources. FINAL – November 1, 2016
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b. “Look for” implementation data – benchmark measurements under development B Outcomes – By 2021… 1. 100% of students will have access to a personal technology device on a daily basis and will have the knowledge and skills to use the tool to access resources and content to improve their learning. 2. 100% of teachers receiving tech PD will be able to identify one tool or strategy that they will use in their classroom. Strategy 1.3: Growth Mindset - Teachers will be trained and supported to develop students’ growth mindset emphasizing the value of continuous improvement and effort. A. Implementation Evidence: 1. Artifacts from professional development opportunities. 2. Professional development exit survey on effectiveness of training - question TBD. B. Outcomes – By 2021… 1. The percentage of students who agree with the statement “I can do most things if I try” will increase from 89% to 95% as evidenced by the bi-annual Student Wellness Survey. 2. The racial achievement gap between under-served students and white students will decrease from 31 percentage points to 10 percentage points as evidenced on the Smarter Balanced ELA Assessment. 3. The racial achievement gap between under-served students and white students will decrease from 34.4 percentage points to 10 percentage points as evidenced on the Smarter Balanced Mathematics Assessment. 4. The economic achievement gap between Economically Disadvantaged students and their peers will decrease from 34.5 percentage points to 10 percentage points as evidenced on the Smarter Balanced ELA Assessment. Strategy 1.4: College and Career Readiness - The district will develop a college and career readiness framework that identifies the highest priority 21st century success skills for each grade level and content area. A. Implementation Evidence: 1. Complete TTSD college and career readiness plan presented to school board by May, 2017 B. Outcomes – By 2021… 1. The percentage of students who achieve all four ACT College and Career Readiness Benchmarks will increase from 30% in 2015-16 to 40%. 2. The percentage of students who enroll in college within 2 years of completing high school will increase from 66% to 80% 3. The percentage of students who earn 3+ college level credit or 3+ CTE credits will increase from 66% to 80% Strategy 1.5: Academic Transitions - The district will complete a study to understand the root-cause for the academic drop from 5th to 6th grade and develop strategies designed to address specific causes. A. Implementation Evidence: o Completed root-cause analysis and associated action items presented to school board by March, 2017 B. Outcomes – By 2021… 1. The percent of students failing one or more courses in their 6th grade year will decrease from 22.8% to 10% FINAL – November 1, 2016
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2. The percent of students earning 6 or more high school credits by the end of their freshman year will increase from 96.8% to 99.9% 3. The percent of freshman students missing 10% of school days will decrease from 20.1% to 10% Strategy 1.6: Mental and Emotional Health - The district will develop a comprehensive plan that provides mental and emotional health support and resources for students and families. A. Implementation Evidence: 1. Completed mental health framework with associated action plan presented to school board by January, 2017 B. Outcomes – By 2021… 1. The percentage of students below the risk threshold on the Mental Health Inventory 5 will increase from 90.5% to 95% as evidenced on the Student Wellness Survey every other year. 2. The percentage of students who agree with the statement “There is at least one teacher or other adult in my school that really cares about me” will increase from 81% to 90% as evidenced by the Oregon Healthy Teens and Student Wellness Surveys.
Cornerstone #2: Equity - We believe that success is the reflection of high expectations and a belief in all students. Long Term Objective: Eliminate the expectation and opportunity gaps. Strategy 2.1: Family Engagement - The district will conduct a stakeholder engagement process with families of color to identify strategies that will most effectively support students and parents. A. Implementation Evidence: 1. Report summarizing stakeholder feedback and identifying next steps for district action presented to school board by May, 2017. 2. The district will engage a minimum of 300 parents of color in the stakeholder engagement process. 3. 85% of parents responding to an exit survey following each stakeholder engagement session will report that they believe the process effectively engaged them in a meaning discussion focused on the needs of their students. B. Outcomes – By 2021… 1. The racial achievement gap between under-served students and white students will decrease from 31 percentage points to 10 percentage points as evidenced on the Smarter Balanced ELA Assessment. 2. The racial achievement gap between under-served students and white students will decrease from 34.4 percentage points to 10 percentage points as evidenced on the Smarter Balanced Mathematics Assessment. Strategy 2.2: Equity Programs and Supports - The district will complete an inventory of current equity based initiatives to determine the effectiveness and identify gaps. A. Implementation Evidence: 1. Report summarizing the effectiveness of current equity practices and proposed future actions will be presented to the school board by May, 2017. B. Outcomes – By 2021… 1. Rates of disproportionate discipline between under-served students and white students will decrease from 21 percentage points to 10 percentage points based on yearly discipline data. FINAL – November 1, 2016
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Cornerstone #3: Talent - We hire, support and retain catalysts for learning. Long Term Objective: District staff are hired that reflect the following values: ● Highly skilled instructors and instructional leaders ● Language and cultural diversity ● Student centered ● Committed to equitable outcomes for all students ● Lifelong learner ● Technologically skilled Strategy 3.1: Hiring Practices - The district will complete a comprehensive revision of its hiring practices and implement a professional development program for administrators on the new practices. The updated hiring practices will include the following elements: o Recruiting strategies o Application process o Screening and selection processes and requirements o Identification of the core values and competencies that the district will prioritize for each job classification A. Implementation Evidence: 1. Hiring practices handbook will be published by February, 2017. 2. Artifacts from administrative professional development sessions. B. Outcomes – By 2021… 1. The difference in the racial diversity of staff and students will decrease from 30.9 percentage points to 15 percentage points. 2. The percentage of probationary teachers who are rated level 3 or higher on each of the standards listed below will be greater than or equal to 85% from 60.8%. a. Standard 1.3: Lesson are intentionally designed to close the racial achievement gap by engaging students of every race and ethnicity. b. Standard 2.4: The teacher uses a variety of strategies that are designed to achieve high levels of student engagement. c. Standard 3.5: The teacher establishes an environment that promotes respect and supports individual student differences such as race, gender, ability, religion, sexual orientation and socioeconomic status. Strategy 3.2: Staff Retention - The district will development and implement a comprehensive staff wellness program. A. Implementation Evidence: 1. Staff wellness program will be presented to the school board by April, 2017. B. Outcomes – By 2021… 1. The percentage of licensed staff members who remain in the district for 5 or more years will increase from 57.1 % to 85% 2. The percentage of staff leaving the district due to dissatisfaction with the working conditions will decrease from to 2% or less of all reasons given. 3. The percentage of staff reporting that “the faculty are recognized for accomplishments” on the TELL survey will increase from 78.9% to 87%. 4. The percentage of teachers absent 5 or fewer days in a school year will increase from 33.1% to 50%
FINAL – November 1, 2016
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Strategy 3.3: Mentoring Program - Educators new to TTSD are supported through training, coaching and systematic encouragement in order to increase their effectiveness in the classroom and sense of satisfaction with their work. A. Implementation Evidence: 1. New staff mentoring program plan developed and implemented in fall, 2016. Plan presented to board in November. 2. When surveyed, 90% of participants will indicate that they are receiving a high level of support. 3. When surveyed, 90% of participants will indicate that the professional development sessions for new teachers positively support their work in the classroom. 4. Training artifacts from professional development sessions. B. Outcomes - By 2021... 1. 95% of new teachers who indicate that they feel adequately supported through the mentoring and support program. 2. 90% of new teacher will remain employed with the district through their three year probationary period. 3. The percentage of probationary teachers who are rated level 3 or higher on each of the standards listed below will be greater than or equal to 85%. a. Standard 1.3: Lesson are intentionally designed to close the racial achievement gap by engaging students of every race and ethnicity. b. Standard 2.4: The teacher uses a variety of strategies that are designed to achieve high levels of student engagement. c. Standard 3.5: The teacher establishes an environment that promotes respect and supports individual student differences such as race, gender, ability, religion, sexual orientation and socioeconomic status. Strategy 3.4: Professional Development and Evaluation - All district administrators will participate in ongoing professional development focused on the core values and standards of the licensed evaluation system. A. Implementation Evidence: 1. Artifacts from administrative professional development sessions 2. Administrative survey feedback from PD activities 3. Admin supervisor feedback and evaluation process artifacts B. Outcomes – By 2021… 1. The percentage of staff members who report that the procedures for teacher evaluation are consistent will increase from 86% to 90% as evidenced on the TELL survey. 2. The percentage of staff members who report that teachers are evaluated by someone who is well prepared to use the evaluation tool will increase from 90% to 95% as evidenced on the TELL survey.
Cornerstone #4: Climate and Culture - We create and nurture a school community where every individual feels safe, valued and connected. Long Term Objective: Families are empowered and their students attend school ready to learn. Strategy 4.1: School Climate - The district will engage in a K-12 renewal process for Positive Behavior Support (PBS) Systems to ensure that best practices are being utilized at each school site.
FINAL – November 1, 2016
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A. Implementation Evidence: 1. School board report regarding overall status of PBS systems presented by May 1, 2017. 2. SET Survey observation/SAS Self-Assessment - Metric TBD 3. Quarterly attendance reports of chronic absenteeism @ grades K, 3, 6, 8, 9 4. Quarterly discipline data of overall referral rates and the number of incidents of bullying and harassment. B. Outcomes – By 2021… 1. The percent of Kindergarten students missing 10% of school days will decrease from 20.2% to 10% 2. The percent of 8th students missing 10% of school days will decrease from 17.3% to 10% 3. The percent of freshman students missing 10% of school days will decrease from 20.1% to 10% 4. The number of major office discipline referrals will decrease from .34 per a student to .20 per a student. 5. The number of major office discipline referrals for Bullying and Harassment will decrease from 21.1 per a thousand students to 10 per a thousand students. 6. The percent of students who report being the subject of any harassment in the last 30 days will decrease from 44.6% to 20% as evidenced by the Student Wellness Survey and the Oregon Healthy Teens survey Strategy 4.2: Future Focus - The district will develop a communication plan with all families during key student transitions (K-1, 2-3, 5-6, 8-9) to emphasize priorities for students on the pathway to college and career readiness. A. Implementation Evidence: 1. Transition communication framework completed by November 1, 2016. 2. Communication artifacts from information provided to parents. B. Outcomes – By 2021… 1. The percent of students who “think the things they are learning in school are going to be important later in life” will increase from 56% to 80% as evidenced by the bi-annual Student Wellness Survey. 2. On a yearly survey, 80% of parents responding will indicate that the information provided by the district provided information and resources that helped them support their student. Strategy 4.3: Preschool - District will complete the development of a preschool program vision and implementation plan designed to engage our most underserved parents and students in a rigorous pre-K educational experience. A. Implementation Evidence: 1. The district will present a comprehensive vision for future pre-school program development by March 1, 2017. 2. The district will complete a pre-school needs assessment in the Bridgeport and Metzger attendance areas by May 1, 2017. B. Outcomes – By 2021… 1. The percentage of students entering Kindergarten with well-developed Self-Regulation will increase from 56.5% to 75% as evidenced by having a 3.5 average on the Oregon Kindergarten Assessment. 2. The percentage of Kindergarten students achieving Fall DIBELS Reading Benchmarks will increase from 56% to 75%. Strategy 4.4: Communication - District communication and community engagement activities support the district priorities and are tailored to the needs of the community. A. Implementation Evidence: 1. Communication artifacts (languages) 2. Community survey FINAL – November 1, 2016
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B. Outcomes – By 2021… 1. Community survey under development. Strategy 4.5: High Expectations - Staff will demonstrate a growth mindset in creating and sustaining a classroom climate that supports each student achieving high expectations. A. Implementation Evidence: 1. Student survey data - TBD 2. Professional development artifacts 3. Teacher survey and observations B. Outcomes – By 2021… 1. The racial achievement gap between under-served students and white students will decrease from 31 percentage points to 10 percentage points as evidenced on the Smarter Balanced ELA Assessment. 2. The racial achievement gap between under-served students and white students will decrease from 34.4 percentage points to 10 percentage points as evidenced on the Smarter Balanced Mathematics Assessment. 3. The percentage of teachers who meet TTSD Performance Standard 1.3 “Lesson are intentionally designed to close the racial achievement gap by engaging students of every race and ethnicity” will increase from 68.9% to 85%. 4. The percentage of teachers who meet TTSD Performance Standard 3.6 “...promotes high academic expectations by reinforcing student effort, growth and self-reflection” will increase from 89.8% to 95%. 5. The district four-year cohort graduation rate will increase from 83.27% in 2014-15 to 90%. 6. The district four-year cohort graduation rate for under-represented populations will increase from 70.3% to 80%.
FINAL – November 1, 2016
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
Ernie Brown
RE:
Bond Report
EXPLANATION: The purpose of this presentation is to update the board on the plans currently underway related to the recently approved capital bond program. The report will update the board on recent actions and outline the format for a December 12th work session that will provide a comprehensive overview of the bond program.
PRESENTER:
Ernie Brown
SUPPLEMENTARY MATERIALS:
PowerPoint
RECOMMENDATION:
None
PROPOSED MOTION:
None
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CAPITAL BOND PROGRAM NOVEMBER 28, 2016
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UPDATES ¡ Architect Selection ¡ Bond Oversight Committee ¡ Schedule ¡ Municipal Advisor ¡ Project Management
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BOND OVERSIGHT COMMITTEE ¡ Bond Oversight Committee ¡ 7-9 member committee ¡ Membership includes board members, Financial Oversight
committee member, community members and technical advisors with expertise in construction, finance, planning, technology, etc. (also community members) ¡ District staff will participate and support the committee ¡ Regular public meetings
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BOND OVERSIGHT COMMITTEE ¡ Core functions of the Bond Oversight Committee will include: ¡ Provide board with quarterly reports on the bond program ¡ Review financial reports ¡ Review scope of work completed and scope of work planned ¡ Review schedule of work ¡ Review changes to scope of work and schedule ¡ Conduct on-site visits to job sites as needed
¡ The committee will regularly review the bond program and report to the
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DECEMBER 12 WORK SESSION ¡ The goal of the work session is to provide the
board with an overview of what to expect over the life of the bond program. The presentation will address several important elements, including: ¡ Budget ¡ Schedule ¡ Project Management ¡ Design Process ¡ Information flow and communication ¡ The Board’s coordination with the Bond Oversight Committee November 28, 2016 TTSD Board Meeting Agenda
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QUESTIONS AND DISCUSSION
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
David Moore
RE:
1st Reading: Board Policies
EXPLANATION: The following policies are submitted to the Board for approval: Policy FCB GCBDD/GDBDD
Title Bond Oversight Committee Sick Time
DFA Investment of Funds The Financial Oversight Committee met on November 14, 2016 and Deanne Woodring, Investment Advisor from Government Portfolio Advisors was present to discuss the District’s investment strategy and to update and review Board Policy DFA, Investment of Funds, including the related administrative rule. There are no recommended changes to the policy but the policy indicates that the policy and related administrative rule are to be annually adopted by the Board pursuant to ORS 294.135(1)(a) which requires local government s investing in securities with maturities longer than 18 months to annually adopt their investment policies. There are changes to the administrative rule as summarized by Deanne Woodring on the attached memo dated November 15, 2016. These changes do not require review by the Oregon Short Term Fund Board. However, they do require adoption by the TTSD Board per policy DFA. PRESENTER:
David Moore
SUPPLEMENTARY MATERIALS:
Attached Policies and Memorandum from Investment Advisor
RECOMMENDATION:
1st Reading
PROPOSED MOTION:
None
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Tigard-Tualatin School District 23J
Code: FCB Adopted: Revised:
Bond Oversight Committee Purpose The Bond Oversight Committee’s responsibility is to monitor and report on the progress of the Bond Program, or Capital Construction Program as described in Board Policy FC, relative to the below-listed objectives. The School Board has overall responsibility to ensure the Bond Program is implemented within the parameters of the law and meets the commitments we made to the community and voters. The Superintendent and his staff have responsibility for the implementation of the Bond Program. The Committee shall be formed as soon as possible after a successful bond election. This policy shall be reviewed three years after passage of a bond measure and the School Board shall determine when the Committee shall be disbanded after substantial completion of all bond projects. Organization, Membership and Terms of Office The Bond Oversight Committee shall consist of 7-9 members selected by the School Board consisting of at least one School Board member and other appointed members. The committee members will elect a Committee Chair. The School Board seeks individuals with a good reputation in the community for fairness and transparency. Committee membership will reflect a combination of experience in building design; real estate development; construction; construction financing; public contracting, budgeting and/or auditing. The committee members shall receive no direct or indirect compensation from the District for their services as members of the Committee. Neither the committee members, their business associates nor immediate family members may have an active or pending contract with the District, nor enter into a contract during their term on the Committee. Should a conflict arise, it is the responsibility of the member to publicly announce such a conflict. The Superintendent or School Board will determine if the member should step down from the Committee. The Committee may not include any employee or official of the District, or any vendor, contractor or consultant of the District. A committee member serves to advise the Superintendent and School Board. If a committee member resigns, violates the ethics provisions contained herein, fails to attend two consecutive committee meetings without reasonable excuse, or otherwise becomes unable to serve on the committee, the School Board may declare the position on the committee to be vacant and appoint another qualified person to the committee. The School Board may remove any committee member at its discretion. Members are appointed to staggered 2, 3 and 4-year terms and may reapply for consideration to serve additional terms. A member may not serve more than eight consecutive years. Meetings of the Bond Oversight Committee The Bond Oversight Committee shall meet quarterly or as requested by the School Board, Superintendent, or District Staff. Committee meetings are advisory and do not constitute decisionmaking by the School Board. Committee meetings shall be publicly noticed and include opportunity for public comments. The Director of Bond Projects, Chief Financial Officer, Director of Community Relations and Facilities Manager will provide support to the Committee. The Committee Chair will draft and submit a quarterly report to the Superintendent and School Board members. The School Board may request reporting at a regular School Board Business Meeting. District staff will provide necessary
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technical and administrative assistance. District staff will attend committee meetings in order to report on the status of capital improvement projects, respond to questions, and receive advice and counsel on the overall bond program or any of its component parts. District consultants may participate in committee meetings at the discretion of staff. Function of the Bond Oversight Committee The Bond Oversight Committee will actively review and regularly report to the School Board and Superintendent about the following elements of the Bond Program: a. Ensuring that the bond revenues are used only for the purposes consistent with the voterapproved bond measure ballot and consistent with state law; b. Alignment with the Bond Program goals approved by the School Board and Board policies; c. Modernizing schools, improving safety and technology; reducing overcrowding, and innovative practices that achieve these; consistent with District standards and best practices; d. Communicating key information related to the bond to District stakeholders; e. The Committee will receive and review copies of Bond Program performance and financial audits, and has the option to inspect school facilities and grounds related to bond activities when coordinated with and accompanied by District staff; f. The Committee will receive and review quarterly reports produced by the District each year the bond proceeds are being spent in order to assess general compliance with the purposes set forth in the capital improvement program as approved by the voters; g. The Committee will perform other reasonable duties requested by the School Board or Superintendent. The responsibilities of the Bond Oversight Committee do not include: a. Approval of construction contracts; b. Approval of construction change orders; c. Appropriation of construction funds; d. Handling of legal matters; e. Approval of construction plans and schedules; f. Approval of the sale of bonds; g. Priorities and order of construction for the bond projects; h. Selection of architects, engineers, construction managers, project managers, and such other professional service firms; i. The approval of the design for any project; j. The selection of independent audit firm(s), performance audit consultants and such other consultants as are necessary to support the performance of the Bond Program; k. Setting or approving schedules of design and construction activities; or l. Activities, roles or responsibilities that have been designated by the Superintendent or his designee(s), nor any policy-making responsibilities. Ethics Considerations This policy provides general guidelines for committee members to follow in carrying out their duties. Not all ethical issues that committee members face are covered in this policy. However, this policy captures some of the critical areas that help define ethical and professional conduct for committee members. Committee members are expected to strictly adhere to the ethics provisions of this policy. 1. Conflict of Interest. A committee member shall not attempt to influence a District decision related to: a. Any contract funded by bonds proceeds; or
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2.
3.
4. 5.
b. Any construction project which will benefit the committee member’s outside employment, business, or provide a financial benefit to a family member, such as spouse, child, parent or sibling. Outside Employment. A committee member shall not use his or her position on the Committee to negotiate future employment with any person or organization that relates to: a. Any contract funded by bond proceeds; or b. Any construction project. c. A committee member shall not attempt to influence a District decision related to any construction project involving the interest of a person with whom the member has an agreement concerning current or future employment, or remuneration of any kind. Continuing Restrictions. For a period of one (1) year after leaving the committee, a former committee member may not represent any person or organization for compensation in connection with any matter pending before the District that, as a committee member, he or she participated in personally and substantially. Specifically, for a period of one (1) year after leaving the committee, a former committee member and the companies and businesses for which the member works shall be prohibited from contracting with the District with respect to: a. Bidding or proposing to provide services on projects funded by the bond proceeds; or b. Any construction project funded by the District. Commitment to Uphold Law. A committee member shall uphold the United States and Oregon Constitutions, the laws and regulations of the United States and the State of Oregon, and the policies, procedures, rules and regulations of the Tigard-Tualatin School District. Commitment to the Public. A committee member shall represent the interests of the public and not the personal or business interests of the member.
END OF POLICY Legal Reference(s): ORS 192.610-630 ORS 332.045 ORS 332.072
ORS 332.075 ORS.332.105
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Tigard-Tualatin School District 23J
Code: GCBDD/GDBDD Adopted:
Sick Time “Employee” means an individual who is employed by the district and who is paid on an hourly, stipend or salary basis, and for whom withholding is required under Oregon Revised Statute (ORS) 316.162-316.221. The definition does not include volunteers or independent contractors. A year, for purposes of this policy, is the district’s fiscal year of July 1 to June 30 of the next year. Sick time is defined in ORS 653.601(6) and is distinguished from sick leave as defined in ORS 332.507. Employees qualify to begin earning and accruing sick time on the first day of employment with the district. Except as provided in its agreements with recognized associations or employee groups, the district shall allow an eligible employee to access up to 40 hours of paid sick time per year. For substitutes and nonregular employees not provided paid sick leave at greater rates, paid sick time shall accrue at the rate of at least 1 hour of paid sick time for every 30 hours worked or 1 1/3 hours for every 40 hours worked. Paid sick time of 40 hours shall be front loaded for coaches not otherwise employed by the district. Regular employees subject to terms of employment or agreements with recognized associations will accrue sick leave at the rates established for those regular employees, which are greater than the rates in this policy. The employee may carry up to 40 hours of unused sick time from one year to the subsequent year. An employee is limited to accruing no more than 80 hours of sick time using no more than 40 hours of sick time in a year. Regular employees subject to terms of employment or agreements with recognized associations may carry unlimited amounts of unused sick leave from one year to the subsequent year. Except for licensed substitutes, who shall take sick time in 4-hour increments, sick time shall be taken in increments of 15 minutes (1/4 hour), and may be used for the employee’s or a family member’s1 mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventive care, or for reasons consistent with the Family Medical Leave Act (FMLA) or OFLA. Sick time may also be used in the event of a public health emergency. The use of sick time may not lead to, or result in, an adverse employment action against the employee. The district reserves the right after three consecutive days of absence, to require proof of personal illness or injury from an employee, including a medical examination by a physician chosen and paid for or reimbursed by the district. An employee refusing to submit to such an examination or to provide other 1
“Family member” is defined by the Oregon Family Leave Act (OFLA). November 28, 2016 TTSD Board Meeting Agenda
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evidence as required by the district, shall be subject to appropriate disciplinary action, up to and including dismissal. When the reason for sick time is consistent with FMLA/OFLA leave, the sick time and the FMLA/OFLA leave shall run concurrently. When the reason for sick time is consistent with ORS 332.507, the sick time and leave pursuant to ORS 332.507 shall run concurrently. If the reason for sick time is a foreseeable absence, the district may require the employee to provide advance notice of their intention to use sick time within 10 days of the requested sick time, or as soon as practicable. When the employee uses sick time for a foreseeable absence, the employee shall take reasonable effort to schedule the sick time in a manner that does not unduly disrupt the operations of the district (e.g., grading deadlines, inservice training, mandatory meetings). If the reason for sick time is unforeseeable, such as an emergency, accident or sudden illness, the employee shall notify the district as soon as practicable. An employee or substitute must be scheduled to work 48 hours or more in advance of a day sick time is claimed. END OF POLICY Legal Reference(s): ORS 332.507 ORS 342.545
ORS 342.610 ORS 653.601 to -653.661
ORS 659A.150 to -659A.186
Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006). Family and Medical Leave Act of 1993, 29 U.S.C. §§ 2601-2654 (2006); Family and Medical Leave Act of 1993, 29 C.F.R. Part 825 (2006). Americans with Disabilities Act Amendments Act of 2008.
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date:
November 28, 2016
TO:
Board of Directors
FR:
David Moore, CFO
RE:
Award Municipal Advisor Contract
EXPLANATION: New regulations of the Securities Exchange Commission and Municipal Securities Rulemaking Board require that a municipal advisor hired by the issuer of bonds cannot be the same firm or individual selected to underwrite the bonds. The municipal advisor has a fiduciary responsibility to the represent the issuer and has the following additional responsibilities: • Educate Board and staff • Act as extension of staff • Help determine method of sale • Assist with financing strategies and priorities • Assist with selection of financing team • Bond pricing advisor A team of Board Chair Maureen Wolf, Financial Oversight Committee Member Marcia Chapman, Superintendent Ernie Brown, and CFO David Moore recently met with two municipal advisor candidates to discuss services related to the bond sale. In advance of the meetings we asked them to come prepared to discuss the following: • Strategy and approach to help ensure the District receives the best value and service • Most important considerations and decisions for the District related to bond financing • Fee structure The two individuals interviewed were Patrick Clancy of The PFM Group and David Ulbricht of Special Districts Association of Oregon (SDAO). After completion of the interviews, the team determined that it is in the best interest of the District to recommend to the Board selection of The PFM Group for municipal advisory services. The PFM Group will provide a comprehensive level of service including selection of and/or negotiation with the underwriter, official statement review, and bond pricing advice. The PFM Group provided a proposal with a flat fee of up to $27,500 based on hourly rates for the initial sale. Comparatively, SDAO’s proposed fee was $25,000. PRESENTER:
David Moore, CFO
SUPPLEMENTARY MATERIALS:
None
RECOMMENDATION:
Award contract to The PFM Group for municipal advisory services for an amount not to exceed $27,500.
PROPOSED MOTION:
I move to award a contract to The PFM Group for municipal advisory services for an amount not to exceed $27,500.
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Tigard-Tualatin School District 23J 6960 SW Sandburg Street Tigard, OR 97223
Date: November 28, 2016 TO:
Board of Directors
FR:
David Moore
RE:
AES Fire Alarm System Monitoring & Security Control Panel Upgrade and Monitoring Contract Awards
EXPLANATION: The District recently completed a Request for Proposals (RFP) process for AES Fire Alarm System Monitoring & Security Control Panel Upgrade and Monitoring. POTS (Plain Old Telephone System) lines are currently the connection carrying fire and burglar alarm monitoring signals. Due to the lack of maintenance on the copper lines and the move to fiber, reliability of the system has been in question for a long time. One result is frequency of miscommunications between our systems and the monitoring company. AES radio will replace the phone line for fire system monitoring. At this time Portland Fire Bureau requires AES for all new and remodeled buildings in Portland. AES radios are very common and have proven very reliable. Security system monitoring will be done via IP (Internet Protocol). These changes will create a more reliable system, reduce miscommunications and put TTSD ahead of the curve as changes form POTS lines to AES become mandates. The District received responses to the RFP from Christenson Electric and SecureCom. A committee made up of Phil Wentz, an IT employee and a District consultant convened to evaluate the proposals. As indicated by the provided by the Evaluation Worksheet, Christenson Electronic scored the highest overall. The pricing in the Christenson Electric proposal includes a cost of $68,700 for the AES Radio installation, $70,462 for the security panel upgrade installation, and $22,189.25 for the security keypad upgrade. In addition to installation costs in the proposal, it includes costs proposed by a subcontractor, Performance Systems Integration, to monitor security and fire alarms for an annual amount of $17,980. This is a savings of approximately $2,000 compared to current annual monitoring costs. SecureCom’s proposal includes all-inclusive pricing of $284,000. Installation and upgrade costs of $161,351 will be paid out of the Construction Excise Tax Fund. Monthly monitoring costs will be paid out of the General Fund.
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PRESENTER:
David Moore, CFO
SUPPLEMENTARY MATERIALS:
RFP Evaluation Worksheet
RECOMMENDATION:
Award contracts to Christenson Electric for AES radio installation, security panel upgrade, and security keypad upgrade and to Performance Systems Integration for security and fire alarm monitoring.
PROPOSED MOTION:
I move to award a contract to Christensen Electric for AES radio installation, security panel upgrade, and security panel upgrade and to Performance Systems Integration for security and fire alarm monitoring.
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