AMERICANS WITH DISABILITIES ACT: Please contact the district office at 541.693.5608 if you need accommodation to

participate in the board meeting. Please call at least three days prior to the scheduled meeting date. Thank you

REVISED June 15, 2015

High Desert ESD Board of Directors Meeting

June 16, 2015

2015-2016 Budget Hearing – 5:30 pm Regular Board Meeting – 5:45 pm

Executive Session – 6:25 pm

District Office

145 SE Salmon Drive, Redmond, OR 97756

2014-2015 Board of Directors

John Lang Jennifer Newby

Mike McGowan Ron Radabaugh

Bob Moore Terry Rahmsdorff

Carol Moorehead Scott Reynolds

Doug Nelson

TOGETHER, ENGAGING STUDENTS TO SUCCEED

Mission Statement

Improve student outcomes with EXCELLENCE, EQUITY and EFFICIENCY

Strategic Priorities

Implement best practices for educators gleaned from INVESTIGATION, INNOVATION and

INCUBATION of ideas and efforts from the public and private sectors.

Foster education opportunities from birth to career

Provide value to our school districts, families and other customers

Bridge gaps and bring people together

BOARD MEETING AGENDA

REGULAR SESSION 5:30 pm Call Meeting to Order, Changes to Agenda Scott Reynolds BUDGET HEARING 5:35 pm Open High Desert ESD Budget Hearing 2015-2016 Scott Reynolds 5:40 pm Audience Participation regarding 2015-2016 Budget Scott Reynolds 5:45 pm Close High Desert ESD Budget Hearing 2015-2016 Scott Reynolds REPORTS AND PRESENTATIONS 5:50 pm Restraint and Seclusion Report Sandy Bishop 6:05 pm Fiscal Report – pages 4-6 Greg Munn 6:15 pm Facilities Report – page 7 Greg Munn EXECUTIVE SESSION 6:25 pm Labor Negotiator Consultation ORS 192.660(2)(d) John Rexford Scott Reynolds DISCUSSION 6:40 pm Superintendent Evaluation Report and Discussion – pages 8-13 Scott Reynolds 7:00 pm Superintendent Report John Rexford

Champion for Children – Kathy Thompson Legislative Update Funding Update Agency Updates

7:15 pm Board Chair Report Scott Reynolds Member Reports

ACTION ITEMS 7:25 pm Resolution #40-15 – Adopting the Budget, Making Appropriations and Greg Munn Imposing and Categorizing Taxes for Fiscal Year 2015-2016 – pages 14-15

7:35 pm Approve Superintendent Evaluation Scott Reynolds 7:45 pm Ratify Collective Bargaining Agreement John Rexford 7:55 pm Approve Insurance Plan Recommendation for 2015-16 – pages 16-17 John Rexford 8:00 pm New Building Naming Recommendation – page 18 John Rexford 8:10 pm Consent Agenda – pages 19-28 John Rexford

Personnel Changes

Second Reading Board Policies JHCD – Non-Prescription Medication – Student JHCDA – Prescription Medication - Student

Budget and Board Minutes 5-19-2015 MEETING CLOSURE 8:15 pm Meeting Adjourned

Next Meeting ~ July 21, 2015 ~ Skyliner Lodge

Date: June 9, 2015 To: John Rexford, Superintendent HDESD Board of Directors From: Greg Munn, Director Financial Services Subject: Business & Facilities Report for June 2015

General Fund Revenue Unaudited revenue year-to-date through May is $2.0 million which is $109,000 thousand or 6% more than the same time period last year. This is due to increases in SSF and property tax revenue over last year. We have collected 85% of our $2.5 million projected revenue for the year as compared to the 80% collected at the same YTD percentage of budget from last year.

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General Fund Expenses On the expense side, we’ve spent $2.2 million through May which is 15% more than YTD last year. This increase is primarily the result of filling a budgeted position this year that was budgeted (but unfilled) all of last year, an increase of budgeted transfers to the new innovation fund, and moving the technology admin and desktop support budget from the Technology Consortium fund (which was funded by quarterly transfers from the General Fund last year) to a direct expense in the General Fund this year which is incurred monthly.

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Total expenditures year-to-date are 85% of the $2.6 million budget compared 74% of budget spent last YTD.

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Statement of Revenue and Expenditures Consistent with last month, we are projecting a year-end fund balance of approximately $700,000. Business Office Update

Series 2005 Refunding. The bonds were refunded on June 5. The new note with Washington Federal includes thirty semi-annual payments over the next fifteen years. Total payments over the term of the loan are $432,810 less than the debt service of the 2005 bonds over the same period of time.

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Adopted Actual Estimate

Budget Year-to-Date To Year End

Operating Revenue and Expenses

Revenue

Taxes - Current 173,000 186,144 193,000 20,000 12%

Taxes - Prior 5,000 3,415 4,000 (1,000) -20%

Interest 18,000 20,502 22,000 4,000 22%

Indirect Revenue 1,397,144 911,043 1,397,144 - -

Other Local Revenue 7,684 6,661 6,661

State School Fund 857,411 878,668 852,375 (5,036) -1%

Other State Sources 10,000 - - (10,000) -100%

Transfers - - - -

Total Revenue 2,460,555 2,007,456 2,475,180 14,625 1%

Expenses

Home School Registration 13,629 11,624 13,629 - -

Writing/Math Assessment 10,596 - - (10,596) -100%

Board of Education Services 123,513 103,829 123,513 - -

Office of the Superintendent 433,292 374,118 433,292 - -

School Improvement 184,446 120,209 184,446 - -

Financial Services 659,199 528,797 530,199 (129,000) -20%

Operations and Maintenance 196,909 207,861 196,909 - -

Human Resources 199,173 151,934 199,173 - -

Technology Service 293,344 293,106 293,344 - -

VoIP Services 36,964 19,059 36,964 - -

Transfer of Funds 497,535 373,151 626,535 129,000 26%

Total Expenses 2,648,600 2,183,689 2,638,004 (10,596) 0%

Operating Surplus/(Deficit) (188,045) (176,232) (162,824) 25,221

Fund Balance and Reserves

Beginning Fund Balance 776,000 864,613 864,613 88,613 11%

Operating Surplus/(Deficit) (188,045) (176,232) (162,824)

Funds Held in Reserve

Operating Contingency - -

Reserved for Next Year 587,955 -

Total Reserves & Contingency 587,955 - -

Ending Fund Balance - 688,381 701,789

Budget

High Desert Education Service DistrictStatement of Revenue and Expenditures - General Fund Operations

Fiscal Year 2014-15 to date May 31, 2015 - UNAUDITED

Over/(Under)

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Facilities Update from Bob Martin New Admin Building Work continues to progress at the new building and it is still anticipated that completion with an occupancy permit will be around the first part of July. Coordination of all moves into the building has begun and some programs have already been preparing for the move. Manzanita The second week in June we will start the interior remodel of offices where CTE used to reside. The work will include relocation of one office door and installing a wall with door into the short hallway off the EI/ECSE entrance. We have started the relocation of the AT program from BEC to the Manzanita Building and will begin reconfiguring their shelving and cabinetry over the next few weeks. Prineville Education Center The existing playground will be expanded to accommodate a new swing set. This work will begin June 9th and will take approximately two weeks to complete. The Crook County Juvenile crew will complete the installation of the playground certified SoftFall chips once the excavation and fencing is finished. Westside Elementary School-Madras The HDESD has a 10 year lease for 4 classrooms in the building and we are ending our fourth year. The Bean Foundation in Madras is proposing to purchase the building and turning it into a community center. Out of concern for our lease I contacted Darryl Smith with 509j and he confirmed to me that our lease will remain intact and that the Bean Foundation views our EI/ECSE program as an integral part of their community center concept. Since then several meetings have been scheduled for community input, the first one being May 27th and it has been reported that inclusion of our program in the center is well received. Tamarack Building I will be meeting with the representative from the property management firm to discuss painting of the building, gutter and downspout problems and exterior window failures.

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Superintendent Evaluation Summary

John Rexford, Superintendent

May 19, 2015 After reviewing the results of the Superintendent Evaluation Survey, and Superintendent Rexford’s May 2015 Progress Report (see attached), the board members were asked to share their views on Superintendent Rexford’s performance during his third year as Superintendent of the High Desert ESD. They were encouraged to provide feedback, positive and negative, to evaluate Superintendent Rexford. Their feedback will be used to help plan his priorities and focus for the coming year. Common Themes

The Board encouraged Superintendent Rexford to continue to maintain a visible presence at the state level. He continued to excel at the challenge this year. High Desert ESD enjoys a positive and respected position throughout Oregon, and John’s work on the School funding Task Force was exemplary of John’s presence state-wide.

The awareness of ESD programs has been enhanced this past year with many positive articles in the press and the emergence of such programs as Better Together and Central Oregon Children’s Forest as well as the numerous staff and program recognitions including CTE, traumatic brain injury, technology, positive behavior supports, special education and ELL.

His relationship with members of his Executive Team improved from previous years, which is an indication of his close relationship with them. It was also noted that John builds and maintains strong relationships with all constituencies.

All who responded to the survey see John as having good judgment and respect his wisdom and thoughtfulness. The strategic planning process has moved forward under Superintendent’s leadership. The initial “one-page” set of

strategic priorities is ongoing work as staff are now engaged in operationalizing the strategies. Acquiring a new building and managing the process of shifting staff to new locations was done with thoughtfulness

and an overall l organizational look. It was noted that having the Executive Team in one place will enhance the overall leadership, strength and efficiency of the ESD.

Visibility in some sectors of the ESD was seen as an area that could be improved. Superintendent Rexford has done an exceptional job. The Board is very pleased with his performance overall.

Priorities for the Coming Year

Continue the Strategic Planning process and provide the Board with regular updates throughout the 2015-16 school year.

Put some time and consideration into a succession plan for the Superintendent and Deputy Superintendent positions.

Continue mentoring and building relationships with the executive team members as well as employees throughout the ESD.

Increase visibility within the organization. This is an on-going issue but is necessary to maintain strong relationships. Having a far-flung organization makes this issue difficult but having more staff in the new building will enable John to have a greater presence with many more staff members.

Continue to increase regular communication opportunities with the board members and staff. Explore using social media to keep everyone informed of his activity.

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Superintendent Evaluation Summary 2015 Page 2 of 4

The presence of High Desert ESD at the state-level continues to be impressive. Continuing this work is important to maintain the position of the ESD as the go-to educational institution in Central Oregon.

Board Members Comments Supporting these Themes He is doing an excellent job and what we are achieving is impressive. The uptick in the executive team feedback is important. The way he and Paul work together is impressive and he

encouraged Superintendent Rexford to continue the great work with his executive team. A good leader allows staff to be the very best they can be. This has been apparent throughout the year. It is

gratifying to see the ESD and the staff getting the kind of recognition they deserve. Superintendent Rexford has accomplished one of the hardest jobs in the state, pulled together a great staff and got

us into a new building at an exceptional rate. Where will the challenges be in the future? He doesn’t know how Superintendent Rexford could do this job much better than he already is. He has pulled it all off so well.

The level of customer service we provide and the strategic planning process has given the organization a lot of respect. It is really working. He has been especially impressed with the presentation of the Local Service Plan (LSP) from one year to the next. Meeting with the superintendent ahead of time has had a positive impact. Efficient time management requires delegation, and it allows team members to increase their skills. Specifically, he believes Greg Munn has come so far this year in his work because Superintendent Rexford is utilizing everyone’s strengths and not putting a lid on anyone.

Superintendent Rexford always gives recognition to his staff. Giving accolades to staff is such a great quality. He has an ease with his staff, because they are comfortable with him. He balances state work, grant work and program advancement very well.

Our Board and Superintendent Rexford are aligned and going in the same direction. The strategic plan is the direction we have been moving. He has continued a great statewide presence. The communication/ visible presence may be impacted by the fact that he is being pulled in so many directions. It could be this is a tradeoff for all that the Board is expecting Superintendent Rexford to do. He would encourage him to continue sharing our message and help the districts to believe in what we do.

This has been an incredible year. Cascade Commitment, Better Together, Children’s Forest of Central Oregon and other highly visible programs create a greater awareness for the High Desert ESD. However, it is our daily programs that continue to be a stabilizing factor.

John is a good communicator and well informed. Having a strong person to help guide the organization and direct the board when needed is much appreciated.

Scott Reynolds, Board Chair

John M. Rexford, Superintendent

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Superintendent Evaluation Summary 2015 Page 3 of 4

HDESD Board/Superintendent Priorities

2014-15 May 2015 Progress Report

Current Year Priorities Strategic Focus: -Complete a strategic plan for the organization This past June, the Board of Directors took action to approve an updated mission and a set of strategic priorities: Fostering education opportunities; providing value to our school districts; and bridging gaps and bringing people together. With a clarified mission focused on improving student outcomes, the High Desert ESD is well positioned to serve Central Oregon and beyond in the identified priority areas. Strategic work is ongoing as of this report. All program goals and outcomes are now aligned with the new strategic priorities. In addition, several signature strategic initiatives are under final development at this time to enhance and complement the work of the organization. Communication: -Increase regular communication opportunities with the board members and staff The Superintendent has increased the number of periodic written updates and reports provided to the Board and staff. In addition, committee work including Board and staff members has continued, including the Facilities, Finance, and Strategic Planning committees. Board members are invited to join monthly meetings with Board leadership, Superintendent and Deputy Superintendent. The all-staff, welcome-back breakfast and in-service was again well received this year. Social media has also been used to increase communication through non-traditional channels. - Showcase programs and staff to internal and external audiences. A communication plan has been utilized with a focus on key messages. Updated collateral materials have been produced, and use of social media has been expanded. In particular, celebration of successes, such including agency and individual awards, have been featured on the front page of the HDESD website, newsletter “CHAOS”, Facebook page and Twitter feed. Over 100 Facebook posts, along with a corresponding number of Tweets have been made in the past year. A positive relationship has been maintained with editorial and reporting staff at the Bend Bulletin, contributing to many articles about HDESD programs and staff. The Superintendent, Deputy Superintendent, and other executive/program staff have made a variety of presentations to state and regional audiences. These included presentations at the OSBA conference, the COSA law and annual conferences, and OAESD fall and spring conferences. In addition to local legislators, the Superintendent and Deputy Superintendent routinely meet with a variety of local community and political leaders. Regional visitations by Governor Brown and former Governor Kitzhaber were also used to showcase HDESD efforts and other regional partners. Continuing Focus Areas from Prior Years Relationships: -Increase visibility within the organization

The Superintendent continues to make regular visits to programs and staff meetings. As well, he has been available and accessible to staff members via e-mail, text, telephone and “open-door” office. However, the dispersed nature of the organization continues to represent a challenge in this priority area. Expanded use of social media has been implemented to leverage visibility of site visits and participation in team meetings and other activities.

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Superintendent Evaluation Summary 2015 Page 4 of 4

Internal Issues: - Build and strengthen the organization from inside the agency. Focused and individualized staff development has been implemented to grow each leadership staff member to his or her greatest potential. Succession to accommodate the retirement or loss of key staff positions has also been a priority. In addition, regular update of policies, procedures and other systems to support consistent, sustainable operations is continuing on an ongoing basis, as dictated by program changes or legal updates. Statewide Issues: - HDESD maintains a statewide leadership role. Based on consistent anecdotal evidence, HDESD continues to be cited as an ESD in the state that is “working”. Our collective impact, regional achievement collaborative Better Together has been featured at several state and regional meetings, including to the Governor and her executive staff. HDESD is seen as a leader in the state in several areas, including positive behavior supports, traumatic brain injury, technology, special education, and Career Technical Education. The Chalkboard Project continues to treat High Desert as its “go-to” educational partner in central and eastern Oregon. Board Vice Chair Doug Nelson is an active member of the board of the Oregon School Boards Association. The Superintendent has actively engaged in OAESD, and he serves as President-elect for the current and upcoming year. Past Board Chair Bob Moore is an active participant on the OAESD Governance Council. HDESD continues to take an active role in legislative issues, including advocacy and testimony to the Legislature regarding early childhood and other educational funding. - Work to align HDESD with statewide initiatives In the past, implementation of state educational initiatives has been primarily through competitive grants, and HDESD and regional partners have been extremely successful in garnering funds to create new school improvement capacity. HDESD and/or other regional partners have been awarded more than two million dollars of grants in the last two years. Better Together continues as a leader amongst the emergent regional achievement collaboratives. HDESD has been granted a seat representing K-12 education in Deschutes, Crook and Jefferson counties on the Wellness and Education Board of Central Oregon (WEB-CO). This inter-agency organization is designed to guide and host programs located at the various touch points of education and public health. HDESD is an active partner in the development of an Early Learning Hub for Central Oregon housed with WEB-CO. - Meet with Local Legislators Regular communication has been maintained with local legislators (Buehler, Huffman, Knopp, McLane & Whisnant), along with several key legislators from out of area. The Superintendent organized and led meetings about local educational issues with local legislators and school superintendents from Crook, Deschutes, and Jefferson counties, as well as Shirley Metcalf with COCC and Becky Johnson with OSU Cascades. In addition, the Superintendent has been actively involved with legislative efforts of COSA, OAESD, OASBO, OSBA, and COCO. - Legislative priority (2014-15): Funding of Grants-in-aid Contracts: (EI/ECSE, CORP) In the past two regular sessions, the Legislature has committed almost two billion dollars more to K-12 school funding. This re-investment has begun to restore services to children and families. However, funding for most regional education contracts still lags significantly behind. In particular, our early childhood programs are funded by a mix of federal resources and state general fund resources. Additional funding has not been allocated from the state, and the sustainability of our early childhood programs is at risk. The Board and staff have continued to advocate for higher and more stable funding during the statewide economic recovery for EI/ECSE through all available channels, formal and informal.

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HDESD Board/Superintendent Priorities June 2015 Proposal

2015-16 Priorities Strategic Focus: - Implement the strategic plan for the organization In June 2014, the Board of Directors approved an updated mission and a set of strategic priorities: Fostering education opportunities; providing value to our school districts; and bridging gaps and bringing people together. With a clarified mission focused on improving student outcomes, High Desert ESD is well positioned to serve Central Oregon and beyond in the identified priority areas. All program goals and outcomes will continue to be aligned with the new strategic priorities. In addition, four signature strategic initiatives, such as expanding early education, expanding Career Technical Education opportunities, and/or developing an innovation center will be implemented to enhance and complement the work of the organization. Communication: - Increase regular communication opportunities with the board members and staff The Superintendent will provide periodic written updates and reports to the Board and staff. Committee work including Board and staff members will continue as needed, including the Finance and Facilities committees. Board members are encouraged to attend monthly meetings with Board leadership, Superintendent and Deputy Superintendent. The all-staff, welcome-back breakfast and in-service will be continued for another year. Social media will be used to provide communication through non-traditional channels, such as Facebook and Twitter. - Showcase programs and staff to internal and external audiences. A purposeful approach will be utilized to showcase the efforts of HDESD, its staff, and other regional partners. Updated collateral materials will be maintained and distributed, along with the frequent use of social media. In particular, celebration of successes, such including agency and individual awards, will be sought and featured on the HDESD website, newsletter “CHAOS”, Facebook page and Twitter feed. A positive relationship will be maintained with editorial and reporting staff at the Bend Bulletin and other local media outlets. The Superintendent, Deputy Superintendent, and other executive/program staff will seek opportunities to make presentations to state and regional audiences. These may include presentations at the OSBA conference, the COSA law and annual conferences, and OAESD fall and spring conferences. Selected opportunities for national presentations will also be sought. In addition to local legislators, the Superintendent and Deputy Superintendent will routinely meet with a variety of local community and political leaders.

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Relationships: - Reinforce personal visibility within the organization

The Superintendent will continue making regular visits to programs and staff meetings. As well, he will be available and accessible to staff members via e-mail, text, telephone and “open-door” office. Co-location of the Executive Leadership team at the new regional education center will support this priority area. Expanded use of social media will continue to leverage visibility of site visits and participation in team meetings and other activities. - Build relationships with new constituent Superintendents Two of four constituent Superintendents will be new in 2015-16. The Superintendent will make regular contact with them to develop a close professional working relationship during the next year. Statewide Issues: - HDESD maintains a statewide leadership role. HDESD will continue to serve as model for regional cooperation in the state. HDESD will remain a leader in the state in several areas, including collective impact, innovation, positive behavior supports, traumatic brain injury, technology, special education, and Career Technical Education. High Desert will serve as the “go-to” educational partner in central and eastern Oregon for the Chalkboard Project and other non-profits and/or organizations. The Superintendent will be actively engaged in COSA and OAESD, and he will serve as President-elect for OAESD in 2015-16. HDESD will take an active role in legislative issues, including advocacy and testimony to the Legislature regarding early childhood and other educational issues related to its work, or the work of its constituent school districts.

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ACTION ITEM: Resolution 40:15 Adopting the Budget, Making Appropriations and Imposing and Categorizing Taxes for Fiscal Year 2015-16 PRESENTED BY: Greg Munn EXECUTIVE SUMMARY: The HDESD Budget Committee approved the 2015-16 budget on May 19, 2015. Since then, we have received new information that affects the 2015-16 budget plan. The changes from the approved budget to the adopted budget are itemized below:

GENERAL FUND - Approved Budget 14,560,573

Changes since Approved:

Reduction in indirects due to changes since approved budget (16,557)

Total changes (16,557)

General Fund - Adopted Budget 14,544,016

SPECIAL REVENUE FUND - Approved Budget 24,592,948

Changes since Approved:

Grant carry over funds from 2014-15 to 2015-16 205,191

EI/ECSE contract increase 266,930

Transition Network Faciliatator grant increase 41,000

Miscellaneous grants - COPR audiology 75,193

Total changes 588,314

Special Revenue Fund - Adopted Budget 25,181,262

FACILITIES & FLEET MAINTENANCE - Approved Budget 828,791

Changes since Approved:

Add construction management support for districts 80,561

Total changes 80,561

Facilities & Fleet Maintenance - Adopted Budget 909,352

DEBT SERVICE FUND - Adopted Budget (no change from Approved) 925,000

BUILDING CONSTRUCTION FUND - Adopted Budget (no change from Approved) 400,000

ADOPTED 2015-16 BUDGET 41,959,631 ADMINISTRATION RECOMMENDATION: Approve resolution as stated. RECOMMENDED MOTION: I move to approve Resolution 40-15, adopting the budget in the amount of $41,959,631, making appropriations in the amount of $41,317,731 and imposing and categorizing taxes at the rate of $0.0964 per $1,000 of assessed value for district operations for the 2015-16 tax year upon the assessed value of all taxable property within the district.

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RESOLUTION 40-15

ADOPTING THE BUDGET, MAKING APPROPRIATIONS, AND IMPOSING AND CATEGORIZING TAXES FOR FISCAL YEAR 2015-16

WHEREAS, the proposed budget for the 2015-16 fiscal year was presented to and reviewed by the High

Desert ESD Budget Committee at the first budget meeting on April 21, 2015; and,

WHEREAS, the Budget Committee met for an additional review and discussion at a second budget meeting on May 19, 2015 where they approved the budget; and,

NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the High Desert Education Service District hereby adopt the budget for fiscal year 2015-16 in the total of $41,959,631 now on file at the High Desert Education Service District Administrative Office, 145 SE Salmon Ave., Suite A, Redmond, OR 97756.

BE IT RESOLVED that the amounts for the fiscal year beginning July 1, 2015, and for the purposes shown below are hereby appropriated:

General Fund Special Revenue Fund

Instruction 2,507,906 Instruction 9,611,206

Support Services 5,751,123 Support Services 11,918,900

Transfers 5,658,488 Enterprise & Community 88,471

Total Appropriation 13,917,516 Transfers 2,835,225

Unappropriated Fund Balance 626,500 Contingency 722,061

Total General Fund 14,544,016 Total Appropriation 25,175,862

Unappropriated Fund Balance 5,400

Facilities & Fleet Maintenance Fund Total Special Revenue Fund 25,181,262

Support Services 620,070

Debt Service 279,282 Building Construction Fund

Total Appropriation 899,352 Building Acquisition & Construction 400,000

Unappropriated Fund Balance 10,000

Total Facilities & Fleet Fund 909,352

Total Appropriations, All Funds 41,317,731

Debt Service Fund Total Unappropriated Amounts, All Funds 641,900

Debt Service 925,000 TOTAL ADOPTED BUDGET 41,959,631

BE IT RESOLVED that the Board of Directors of the High Desert Education Service District hereby impose

the taxes provided for in the adopted budget at the rate of $0.0964 per $1,000 of assessed value for operations, and that these taxes are hereby imposed and categorized for tax year 2015-16 upon the assessed value of all taxable property within the district.

Education Limitation Excluded from Limitation

General Fund $0.0964 per $1,000 $0

These resolution statements were approved and declared adopted on this 16th day of June, 2015.

Scott Reynolds, Board Chair

Shelley Knutz, Executive Assistant 15 of 28

ACTION ITEM: Health Insurance Recommendation for 2015-16 PRESENTED BY: John Rexford EXECUTIVE SUMMARY: The High Desert ESD Insurance Committee has met and reviewed plan options for the 2015-16 year. The Committee was in agreement to offer the same plans as last year. The summary below reflects our medical, dental and vision plan selections, they are the same as last year:

2015-2016 Med A Med B Med C Med D Med E Med F Med G Med H

ESD All employees ESD - All ESD - All ESD - All ESD - All

2015-2016 Dental 1 Dental 2 Dental 3 Dental 4 Dental 6 No Ortho

Dental 8

ESD All employees ESD - All ESD - All ESD - All

2015-2016 Vision 1 Vision 2 Vision 3 Vision 4

ESD All employees ESD - All ESD - All

ADMINISTRATION RECOMMENDATION: Approve the Insurance Committee recommendation as presented. RECOMMENDED MOTION: Move to approve the 2016-16 insurance plan selections as presented.

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2015-2016 Insurance Committee Recommendations

2014-2015 Selections: 2015-16 Recommendations

Medical: Medical:

Moda Plans C, E, G and H Moda Plans C, E, G and H

Dental: Dental:

ODS Plans 1 and 6 ODS Plans 1 and 6

Willamette Dental Plan 8 Willamette Dental Plan 8

Vision: Vision:

Moda Plans 3 and 4 Moda plans 3 and 4

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ACTION ITEM: Naming of New Facility DATE: June 16, 2015 PRESENTED BY: John M. Rexford, Superintendent EXECUTIVE SUMMARY: The Board-appointed Building Naming Committee met on April 28 and May 11, 2015. The committee developed four alternative names to be tested for community support, and an on-line survey was used to solicit input on the suggested names, as well as seek alternatives. The survey was conducted April 30th – May 7th, and it was made available to HDESD staff and constituent district Administrators, Curriculum Directors, HR Directors, Special Ed Directors, Business Managers and Building Principals. Based upon the responses received, the committee has narrowed the choices to the two overwhelmingly selected names below for a total of 89.8% of the vote: High Desert ESD – District Office High Desert Regional Education Center In accordance with Board Policy FF/FFA, the Superintendent will submit naming recommendations to the Board at a regular meeting, and the discussion of designating a name for a facility shall take place at least one meeting prior to a vote on the name. Building Naming Committee: Theresa Layman, Paul Andrews, Greg Munn, Susan Newman, and Carol Cooley-Reid ADMINISTRATION RECOMMENDATION: Having heard no feedback since the initial public meeting in May, the Superintendent recommends action on the second of the two names, High Desert Regional Education Center, as it represents the broader scope of our updated mission. RECOMMENDED MOTION: I move approval of naming the new facility as the “High Desert Regional Education Center”.

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Human Resources

Monthly Personnel Report - JUNE 2015

Recommended for Hire

Name Title FTE Comments

Brianna Robertson Intake/Assessment Specialist .80 DOH: 6/1/15

Recent Resignations, Retirements, Dismissals, Lay Offs

Name Title Comments

Daniel Undseth Educational Assistant LOA 2015-16

Jobs Posted this Report LICENSED

Hrs per wk/ Days per yr

CLASSIFIED

Hrs per wk/ Days per yr

SUPERVISOR MANAGER CONFIDENTIAL

Hrs per wk/ Days per yr

ADMIN

Hrs per wk/ Days per yr

Speech/Lang Pathologist - Reposted

28/182 ABA Assistant 35/180

Occupational Therapist x2

20/189 ESY ABA Assistant n/a

Teacher of the Visually Impaired

32/189 Ed Assistant - Prineville

12/181

Ed Assistant - Madras

12/181

CC: Holly B, Deb P, Shelley K, Jayel, Shawna, Rhonda, Alea, Becca, Sandy B, Debbie L, Kitty Peterson, Benefits

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Budget Committee Meeting

May 19, 2015

Board Members: Scott Reynolds, Board Chair, Doug Nelson, Vice-Chair, Directors John Lang, Bob Moore,

Carol Moorehead, Jenni Newby, Ron Radabaugh and Terry Rahmsdorff Budget Committee: Scott Cooper, Crook County School District, Jim Golden, Sisters School District, Brad Henry,

Bend-La Pine Schools, Martha Hinman, Redmond School District, Kathy Steinert, Redmond School District, Sandy Tartaglia, Sisters School District, Ron Wilkinson, Bend-La Pine Schools and Duane Yecha, Crook County School District

HDESD Staff: John Rexford, Superintendent, Paul Andrews, Deputy Superintendent, Jayel Hayden, Human

Resource Director, Greg Munn, Financial Services Director and Shelley Knutz, Executive Assistant

Call to Order: Budget Committee Chair Ron Wilkinson called the meeting to order with a quorum of 16 at

5:30 pm. Approve Budget Meeting Minutes

Doug Nelson moved and Jim Golden seconded a motion to approve the 4/21/2015 Budget Meeting Minutes as presented. Motion carried 16-0.

Questions Regarding the Budget Document What is the ESD’s plan to address the future impact of the recent Supreme Court Decision to overturn most of the PERS reforms? The overturn of the legislation creates an “artificial” rate for the next biennium which we are told could lead to an increase of 5.5 points in the 17-19 biennium. To mitigate an abrupt net rate jump in two years, we’ve built in a 2 point increase to rates 2015-16 that may be added to reserve and be available to reduce potential rate increase in the 2017-19 biennium. Reviewed the HDESD PERS Rates and Reserves comparing 2006 through 2019. A final decision on the amount to reserve will be made by July 1st depending on final state program revenue numbers. This budget is a proposal, and we are asking that the budget committee approve the proposal. We will not be implementing this until additional information is available. Brad Henry said he is confident in Superintendent Rexford and Greg Munn to make an informed decision by July 1st based on the best information available. Facility Purchase Presentation Greg Munn gave the background of determining our space needs. The Facility Committee began meeting in December 2013. They conducted a space analysis and brought a recommendation back to the Board. They considered the options of building, leasing or purchasing an existing building. After visiting several locations, they decided the property at 2804 SW Sixth Street in Redmond would best meet the needs of the ESD. Our net rent is less than all other ESD leases except for the Bend Education Center and will apply downward pressure on space costs for all ESD programs.

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Changes since Proposed Budget Presentation Greg distributed a packet highlighting the changes to the 2015-16 Local Service Plan (LSP) as a result of balancing out the district LSP requests. Opportunity for Citizen Participation There was no citizen participation. Resolution 39:15 Approving High Desert ESD Budget for 2015-16

Brad Henry moved and Scott Reynolds seconded a motion to approve the 2015-16 fiscal year budget as presented in the amount of $41,307,312 and property taxes at the rate of $0.0964 per $1,000 of assessed value for operating purposes. Motion carried 15-0 (Sandy Tartaglia had to leave at 6:00 pm)

Adjourn The May 19, 2015 meeting of the High Desert ESD Budget Committee adjourned at 6:10 pm.

Ron Wilkinson, HDESD Budget Committee Chair

Shelley Knutz, Executive Assistant

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Board of Directors Board Minutes May 19, 2015

Board Members Scott Reynolds, Board Chair, Doug Nelson, Vice-Chair, Directors John Lang, Bob Moore, Carol

Moorehead, Jenni Newby and Ron Radabaugh and Terry Rahmsdorff HDESD Staff John Rexford, Superintendent, Paul Andrews, Deputy Superintendent, Jayel Hayden, Director of

Human Resources, Greg Munn, Director of Fiscal Services and Shelley Knutz, Executive Assistant

Call to Order Scott Reynolds called the May 19, 2015 meeting to order at 6:20 pm REPORTS Fiscal Report Unaudited revenue year-to-date through April is 4% more than this time last year. This is due to increases in SSF and property tax revenue over last year. Revenue collections for the year are estimated to be $21,000 more than budgeted. The impact of the supplemental budget request which will transfer $129,000 from the general fund to the construction fund to pay for a portion of the ESD’s building acquisition cost and remodel. Greg has been working with our financial advisor, bond counsel and two financial institutions. Legal counsel is working on drafting the financing agreement and other documents related to the refunding. We are targeting the refunding to be complete by end of June. We plan to proceed with Washington Federal with a rate of 2.34%. Savings will be $25,000-$30,000 annually. Facilities Report

Construction is progressing on the remodeling project. Recent adjustments to the plans include the addition of ADA accessible power door openers at the entry and two interior doors. Preparing for, but not adding, the training room partition. The partition will be added at a later date if the need arises.

In July we will replace one of the existing roof top heating/cooling units at Manzanita. This will be the first of four units to be replaced in successive years.

The HVAC unit at Alyce Hatch will be replaced. We are expanding the existing playground at the Prineville Education Center. Westside Elementary School is being purchased by the Bean Foundation and turned into a community

center. Our 10 year lease will remain intact. We will be identifying specific parking spaces at Tamarack. Sharing the space with the fitness center has

created some confusion. Open High Desert ESD Supplemental Budget Hearing 2014-2015 The supplemental budget hearing was opened at 6:30 pm. Audience Participation Regarding 2014-2015 Supplemental Budget There was no audience participation or questions regarding the supplemental budget.

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Close High Desert ESD Supplemental Budget Hearing 2014-2015 The supplemental budget hearing was closed at 6:33 pm. DISCUSSION ITEMS First Reading Board Policies These two medication policies have been completely reworked by OSBA. Our legal staff has reviewed and revised the policies to fit our specific practices. These policies will be presented for a second reading and approval at the June 16th board meeting.

JHCD – Non-Prescription Medication – Student JHCDA – Prescription Medication - Student

New Building Naming Recommendation Superintendent Rexford reviewed the committee suggestions as well as the results of the survey. He is recommending the Board consider approving the second option – High Desert Regional Education Center. The Board will vote on the name at their meeting in June. Ron Radabaugh asked if the Board would consider naming the facility for a family that is interested in sponsoring the building. Superintendent Rexford will look into current policy to see if that would be an option. Superintendent Report

Funding adjustments for the five Frontier ESDs is moving forward. This should be the last legislation pertaining to ESDs in this session.

HB5016 – EI/ECSE funding has been in the Education of Ways and Means committee for the past few months. Bob has been in communication with ODE, and Superintendent Rexford has been communicating with Representative Huffman to continue advocating for additional funding. We have certainly increased the focus on EI/ECSE.

Scott asked about the legislation for sick leave and how that will impact our substitute program. Superintendent Rexford said it will be an additional cost for our constituents.

Forecast added $105M to the K-12 funding formula. It appears that increase will be designated for the second year of funding. There is still a possibility of additional funding before the end of the session.

Nancy Hitchcock received the Judy Rowe Exemplary Therapist Award. Superintendent Rexford is thrilled our staff is receiving recognition for the excellent work they do on a daily basis. Scott commended the staff and leadership for their great work for children and families.

The June board meeting will be held at 5:30 as originally scheduled. Anna Higgins has resigned from her position with Better Together. They are in the process of searching for

an Executive Director for Better Together. Doug asked about Superintendent Rexford’s thoughts on the appointment of Salam Noor as the new

Deputy Superintendent of Public Instruction. Superintendent Rexford is happy he has some experience in a K-12 school district and is confident we will work well with him moving forward.

Board Chair Report

Superintendent Rexford, Paul Andrews and Bob Moore attended the annual OAESD Convention. Catherine Halliwell-Templin and Stacey Donohue’s presentation on Cascades Commitment was great.

OSBA is focusing their efforts on a $7.5B funding level. Betsy Miller-Johns recommended that additional EI/ECSE support should be directed to Jim Green.

ACTION ITEMS Second Reading Board Policies Doug asked about employees using social media. Superintendent Rexford clarified that it must not disrupt the educational function in the classroom. The proposed policy has a non-exclusive list of restrictions.

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DN-Disposal of District Property EE/EEA-Student Transportation GBE-Employee Health & Safety GBM-Staff Complaints GCAB – Personal Electronic Devices and Social Media - Staff IIBGA – Electronic Communications System JFCEB – Personal Electronic Devices and Social Media - Students KL-Public Complaints

Doug Nelson moved and Ron Radabaugh seconded a motion to adopt all policies as presented. Motion carried 8-0

Approve 2015-2016 Board Meeting Calendar John reviewed the proposed meeting schedule for 2015-2016.

Carol Moorehead moved and John Lang seconded a motion to approve the 2015-2016 Board Meeting Calendar as presented. Motion carried 8-0

Resolution 37-15 Authorizing Real Estate Loan Modification This resolution covers the loan for tenant improvements at the 2804 SW Sixth Street building.

Terry Rahmsdorff moved and Ron Radabaugh seconded a motion to approve Resolution 37-15 Authorizing Real Estate Loan Modification as presented. Motion carried 8-0.

Resolution 38-15 Adopting Budget Increase and Making Appropriations Several budgetary changes have occurred since the 2014-15 budget was adopted in June 2014. These changes consist primarily of funding and/or contract increases to the district.

Carol Moorehead moved and Doug Nelson seconded a motion to approve Resolution 38-15 Adopting Budget Increase and Making Appropriations as presented. Motion carried 8-0.

Consent Agenda Doug Nelson moved and Ron Radabaugh seconded a motion to approve the Consent Agenda as

presented. Motion carried 7-0.

Personnel Changes – May 2015

2014-2015 Budget and Board Meeting Calendar Revisions

Board Minutes – April 21, 2015 Executive Session The Regular Session recessed to Executive Session under ORS 192.660(2)(i) – Evaluating the Top Executive at 7:15 pm. The Executive Session adjourned to Regular Session at 8:00 pm. Adjourn The May 19, 2015, High Desert ESD Board of Directors Meeting adjourned at 8:00 pm.

Scott Reynolds, Board Chair

Shelley Knutz, Executive Assistant

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