JEFFERSON COUNTY EDUCATION SERVICE DISTRICT BOARD OF DIRECTORS’ MEETING

Meeting Location: Jefferson County ESD Office; 295 SE Buff Street, Madras OR 97741 Minutes – November 2, 2016 1. CALL TO ORDER. Chair Dani Cowdrey called the regular monthly meeting of the Jefferson County

ESD Board to order at 6:00 p.m. and led the Pledge of Allegiance. Other Board members present: Vice-chair Toni Brown, Marie Glenn, Daniel Petke, and Denise Piza. Lindsay Foster-Drago and Lola Hagman did not attend. ESD staff present: Superintendent Rick Molitor; Martha Bewley, CFO; Barbara Garland, Director of Special Services; and Cindy Stanfield, Executive Assistant. Special guest attending was Gary Peterson, OAESD Board Director.

2. ADOPTION OF AGENDA. Superintendent Molitor recommended adding “Engagement Letter to Prepare JCESD Financial Statements” as item #9 of the Consent Agenda. Denise Piza moved to accept the agenda as amended. Toni Brown seconded the motion. Motion carried. (5-0) Lola Hagman and Lindsay Foster-Drago absent.

3. SUPERINTENDENT / BOARD HIGHLIGHTS. Board members introduced themselves and told the number of years they have served on the JCESD Board. Dani Cowdrey – twelve years; Toni Brown – first year and previous year as advisory; Denise Piza – six years and previously advisory; Daniel Petke – second year and currently Black Butte School Board Chairman; and Marie Glenn – 30th year. Not present were Lindsay Foster-Drago – 2nd year and Lola Hagman representing the Culver area. Superintendent Molitor is in his 9th year as both JCESD and JCSD 509-J Superintendent. This is Barbara Garland’s 12th year as Special Services Director for Jefferson County School District 509-J and 11th year as Special Services Director for Jefferson County ESD.

a. Gary Peterson, OAESD Director – OAESD Concept Paper. Gary Peterson introduced himself as

new to the Columbia River Gorge ESD as Superintendent, past Crook County School District Superintendent and High Desert ESD Board member. He presently serves as Board member for the statewide Oregon Association of Education Service Districts. (OAESD) Mr. Peterson presented the OAESD’s vision for the future role of ESDs outlined in the attached paper, “Toward a Statewide P-20 Support Network: An OAESD Concept Paper” dated October 2016 and shared with the Board. He has been making this presentation to ESD boards across the state. The “Concept Paper” was developed to be a more efficient and coordinated statewide effort to meet the needs of Oregon students by improving graduation rates and enhancing college and career success through a P-20 support network. More discussion to fine tune the concepts will occur at the OAESD Summit meeting in Portland November 9th. A list of ESDs involved with the “learning hub” will be sent to Superintendent Molitor.

b. Local Service Plan 2016-2017: Supporting Students with Special Needs;District Responsibilities. Superintendent Molitor has been working with the Black Butte School District Board and reviewing the services currently available to Districts from JCESD: Information technology; Special Education and Speech specialists plus transportation; Administration oversight and support; Special Education behavior program; and TieNet system of IEP documentation and oversight. He compared the extent of special education services provided to the four component school districts. Jefferson County School District provides funding for ERC and life skills teachers in 509-J schools such as at Warm Springs K-8 Academy where four teachers are funded by JCESD and five teachers by JCSD 509-J. Certain special education services are provided through the Local Service Plan and additional services are available as fee-based. Superintendent Molitor desired the Board to determine how best to provide equitable services to all four constituent school districts, determine the budget impact and define the ESD’s

responsibility. Future discussion will determine the parameters of the 2017-2018 Local Service Plan. Toni Brown desired to learn each District’s needs first. Superintendent Molitor referred the Board to the Memorandum of Agreement for Extended Special Education Services with Black Butte School District on the agenda for action as item #6 and requested a motion to move the agenda item to consider the Agreement immediately following this discussion. Toni Brown moved and Denise Piza seconded a motion to amend the agenda to move item #6 to be considered for action subsequent to the current discussion of the Local Service Plan as item #3b.1 regarding the needs of Black Butte School District as set forth in the Memorandum of Agreement. Motion carried. (5-0) Lola Hagman and Lindsay Foster-Drago absent.

i. Memorandum of Agreement for Extended Special Education Services with Black Butte School District. JCESD currently provides Black Butte School District with certified administrative support to determine special needs through developing IEPs as needed and working with the teacher. The current needs have prompted the proposed Memorandum of Agreement. Culver School District and Jefferson County School District pay to hire part-time services of the Special Services Director. The proposed agreement would hire Barbara Garland as an interim special education teacher until a special education teacher has been hired. There would also be related data entry to the TieNet system and additional 8-16 hours of training by Barbara Garland to administer to the new special education teacher which typically is provided at the beginning of the school year. In discussion it was found that clarity of services was necessary. History holds districts responsible for additional services as summarized in the Local Service Plan. Culver School District pays $30,000 to JCESD for Special Services Director by contract. Denise Piza moved to table action on the proposed agreement with Black Butte School District to the next regular ESD Board meeting. Motion carried. (5-0) Lola Hagman and Lindsay Foster-Drago absent. Dani Cowdrey requested the list of “Special Education Administrative/ Support Services” be available at the December meeting for discussion of the new Local Service Plan.

c. OAESD Meeting / OSBA Convention. Superintendent Molitor and Marie Glenn will attend the OAESD 11:30 a.m. meeting and 6:00 p.m. dinner meeting in Portland on November 9th. They will also attend the OSBA Annual Convention along with Toni Brown, Dani Cowdrey, Lola Hagman, and Denise Piza. (note: Lola did not attend)

d. Fly Creek Property Update. More information will be available at a future board meeting.

e. Clark Mini-grant. A change occurred resulting from a reassignment of the Rankin Mini-grant when the original teacher awarded the mini-grant resigned to accept a position in another school district.

4. HEARING OF CITIZENS, DELEGATIONS AND STAFF MEMBERS. None. Gary Peterson left the meeting.

5. CONSENT AGENDA. The Financial Report prepared by CFO Martha Bewley was added to the consent agenda. Daniel Petke appreciates having the agenda and minutes as much in advance of the meeting as possible. Toni Brown moved that the Board approve the consent agenda as amended. Daniel Petke seconded the motion which carried. (5-0) Lola Hagman and Lindsay Foster-Drago absent.

6. MEMORANDUM OF AGREEMENT FOR EXTENDED SPECIAL EDUCATION SERVICES WITH BLACK BUTTE

SCHOOL DISTRICT. Discussion and action to table previously presented under agenda item #3.

7. OSBA 2017-2018 LEGISLATIVE PRIORITIES AND POLICIES. The OSBA Board of Directors has proposed a resolution to all Oregon School Boards which presents the position as phrased by the OSBA Legislative Committee related to the Association’s goals. The OSBA Board seeks a statewide majority vote to accept the “OSBA 2017-2018 Legislative Priorities and Policies” statements as submitted. Marie Glenn moved that the ESD Board approve the Resolution to adopt the OSBA 2017-18 Legislative Priorities and Policies as recommended by the Legislative Policy Committee. Denise Piza seconded the motion which carried. (5-0) Lola Hagman and Lindsay Foster-Drago absent.

8. LETTERS TO SCHOOL DISTRICT BOARDS SERVED BY JCESD. Toni Brown moved to approve the draft

outreach letter to partner school districts; and to be finalized and sent by Superintendent Molitor. Dani Cowdrey seconded the motion which passed. (5-0) Lola Hagman and Lindsay Foster-Drago absent.

9. ENGAGEMENT LETTER TO PREPARE JCESD FINANCIAL STATEMENTS. A letter to engage the services

of Casey Terada, Certified Public Accountant, was presented summarizing the terms for Mr. Terada “to prepare the financial statement of the governmental activities of and each major fund of Jefferson County Education Service District as of and for the year ended June 30, 2016.” Toni Brown moved to accept the terms of agreement to hire Casey Terada as presented by letter. Denise Piza seconded the motion which carried. (5-0) Lola Hagman and Lindsay Foster-Drago absent.

10. ADJOURNMENT. There being no further business, Denise Piza moved to adjourn the meeting at

8:17 p.m. Daniel Petke seconded the motion which passed. (5-0)

Respectfully submitted, Cindy Stanfield, Executive Assistant

Draft Minutes to Board for Approval December 7, 2016. _____________________________________ ___________________________________

Dani Cowdrey, Board Chair Rick Molitor, Superintendent