january 12, 2016 board of directors regular meeting · 1/12/2016 · january 12, 2016 board of...

January 12, 2016

BOARD OF DIRECTORS REGULAR MEETING

Newberg School District Board Room • 714 E 6th St. • Newberg, Oregon 97132

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Newberg School District 29J Regular Board Meeting • January 12, 2016 • 7:00PM Newberg School District Board Room

I. Call to Order Regular Meeting 7:00 II. Flag Salute-‐ Students from Edwards Elementary III. Review Agenda ..................................................................................................... Chair Thomas IV. Staff and Student Recognition-‐ Edwards Elementary .......................... Scott Murphy, Principal V. Public Comments VI. Consent Agenda ................................................................................................... Chair Thomas VII. Board & Superintendent Comments

a. Board Comments b. Superintendent Comments c. Student Representative Comments

VIII. New Business a. Accept the 2014-‐15 Audit .............. Gwen Gardner; Tara Kemp, Pauly, Rogers & Co, PC b. NSBA Convention Discussion .................................................................... Chair Thomas c. Division 22 Compliance Report..………………………………………………………..Mikaela Schamp,

Dropout Prevention/ Credit Recovery Coordinator d. Appoint Budget Committee Members for 2016-‐17 ................................. Chair Thomas

IX. Policies, First Reading a. JG Student Discipline .............................................................................. Director Mock b. JDG Suspension ...................................................................................... Director Mock c. JGE Expulsion ........................................................................................... Director Mock

X. Future Agenda Items ........................................................................................... Chair Thomas XI. Executive Session

The Board may enter into executive session under ORS 192.660 (i) to evaluate the performance of the superintendent

XII. Return to Regular Session XIII. Adjourn XIV.

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Staff and Student Recognition: Edwards Elementary INFORMATION PRESENTER: Scott Murphy, Principal

BACKGROUND: Dual Language Kindergarten teachers, Ms. Jillian Perez and Ms. Jody Jones, will be presenting an art project with their students.

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Consent Agenda ACTION PRESENTER: Chair Thomas

BACKGROUND:

A. Minutes Approve the December 15, 2015 Board Meeting minutes. B. Donations

$1,500.00 from George K. Austin, Jr. for Robotics/ Engineering for NHS.

RECOMMENDATION: Move that the Newberg School District Board of Directors approve the consent agenda as presented.

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NEWBERG SCHOOL DISTRICT 29J December 15, 2015

Regular Meeting 7:00 p.m. Newberg School District Board Room

MINUTES I. CALL TO ORDER

REGULAR BOARD MEETING A duly called and noticed Regular Board Meeting of the Board of Directors of Newberg School District 29J was called to order by Chair Thomas at 7:00 p.m. on Tuesday, December 15, 2015 in the Newberg School District Board Room.

II. FLAG SALUTE Led by students from Mountain View Middle School.

III. REVIEW AGENDA Item VIII.B Accept the 2014-‐15 Audit has been removed from the agenda. Updated action sheet for Item VIII.C. Appoint Budget Committee Members was provided at the meeting.

IV. Staff and Student Recognition-‐ Mountain View Middle School Principal Michele Paton, Assistant Principal Don Johnston and a number of students presented on the after-‐school extension programs at MVMS. Students displayed woodshop projects and composting presentations and discussed their learning with the Board and staff. The Board thanked the students and staff for attending and commended them.

V. PUBLIC COMMENTS/QUESTIONS

None. VI. CONSENT AGENDA

MOTION 046: Move that the Newberg School District Board of Directors approve the updated consent agenda as presented. Moved: Director Van Bossuyt; Second: Director Allison Motion passed 5-‐0

BOARD MEMBERS PRESENT Todd Thomas, Chair Ron Mock Mindy Allison Bob Woodruff Melinda Van Bossuyt Debbie Hawblitzel Polly Peterson, Vice Chair

STAFF PRESENT Dr. Kym LeBlanc-‐Esparza, Superintendent Dave Parker, Assistant Superintendent Gwen Gardner, CFO Claudia Stewart, Communications Coordinator Mikaela Schamp, Dropout Prevention/ Credit Recovery Coordinator STUDENT REPRESENTATIVES Haley Bosse

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The Board approved the minutes from the December 1, 2015 Regular Board Meeting; approved $250.00 donation from The Hollander Watkins Family Fund of the Oregon Community Foundation for a student of Latino Heritage in the Newberg School District; approved Administrative Regulation JFCF-‐AR: Hazing/Harassment/Intimidation/ Menacing/Dating Violence/Domestic Violence/ Bullying & Cyberbullying – Student. Chair Thomas thanked the donors.

VII. BOARD AND SUPERINTENDENT COMMENTS

A. Board Comments Director Van Bossuyt visited Sitka Academy with Dr. LeBlanc-‐Esparza this week. It was a good day ad the program is coming along. Director Mock attended the Innovation Teams Expo earlier today and saw seven or eight teems. There were interesting things, collaboration and cross planning, and he liked the variety of projects and team makeups. He noted he was glad this mid-‐year approach was taken. Chair Thomas attended The Grotto choir performance. He said that it was a great venue and good music and he enjoyed the event. He also reminded the Board that the National School Board Association (NSBA) registration closes in January.

B. Superintendent Comments: Superintendent LeBlanc commented on the following topics: State Championship water polo celebration; NHS holiday assembly; thank you to Joel Tanner, music teacher, for showcasing his music students at the Board’s holiday dinner; the Innovation Teams Expo for peer sharing; Oregon Business Summit highlights around education, economics and Oregon politics; Smarter Balanced state assessment opt-‐out information for parents; and chronic absenteeism. Assistant Superintendent Parker stated that the NHS Interact Club has proposed a less-‐expensive alternative to Styrofoam trays. A paper based product will be piloted in January at NHS. C. Student Representative Comments: Student Representative Bosse shared comments on the impact of the Poverty Simulation Staff Development on student leadership groups at NHS. Several students from the National Honor Society, Key Club, Interact and ASB volunteered on the day. It has led to discussions about what students can do to address what peers are dealing with. Discussion in ASB has also included how leaders can create a welcoming and supportive environment rather than accidentally shutting out parts of student population.

VIII. NEW BUSINESS A. Travel Request: Newberg High School Band

Joel Tanner, NHS teacher, and student band president, Anthony, presented a request for travel. Every three years the band travels to Southern California for college visits and workshops, ending in Disneyland Magic Music days and recording studio clinic. The Board and staff discussed the opportunity with favor.

MOTION 047: Move that the Newberg School District Board of Directors approve the travel request for the NHS Band to California from May 26 through May 31, 2016. Moved: Director Hawblitzel; Second: Director Van Bossuyt Motion passed 7-‐0

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B. Appoint Budget Committee Members MOTION 048: Move that the Newberg School District Board of Directors appoint Beth Staats as Budget Committee Member for Zone 1 and Kat McNeal as Budget Committee Member for Zone 7 from January 1, 2016 through December 31, 2018. Moved: Director Mock; Second: Director Hawblitzel Motion passed 7-‐0

IX. POLICIES A. Policy DN-‐ Disposal of District Property, Revised, First Reading

Director Mock presented. He reflected on the Policy Committee’s discussion of “no person involved in declaring” surplus to avoid personal gain.

MOTION 049: Move that the Newberg School District Board of Directors approve Policy DN-‐ Disposal of District Property, Revised, on first reading. Moved: Vice Chair Peterson; Second: Director Hawblitzel Motion passed 7-‐0

B. Policy JFCF-‐ Hazing/Harassment/Intimidation/Menacing/Dating Violence/ Domestic Violence/ Bullying & Cyberbullying Director Mock presented. This is legislatively driven. Vice Chair Peterson noted a new identification

notice requested by the Policy Committee that will identify policies that have administrative regulations associated.

MOTION 050: Move that the Newberg School District Board of Directors approve Policy DN-‐ Disposal of District Property, Revised, on first reading. Moved: Director Hawblitzel; Second: Director Mock Motion passed 7-‐0

Three policies regarding student discipline were reviewed at the most recent committee meeting and

will come to the Board in January. X. FUTURE AGENDAS

• Question about Transportation Report to the Board The Board, Superintendent and CFO briefly discussed First Student Transportation and context surrounding the District’s relationships with the contractor and the contract with First Student.

The Board took a short recess from 8:05 to 8:14pm. XII. EXECUTIVE SESSION

The Board entered into executive session under ORS 192.660 (i) to evaluate the performance of the superintendent at 8:14pm. The Board returned to regular session at 9:51pm.

XIII. ADJOURNMENT

With no further matters appearing to come before the Board, Chair Thomas adjourned the meeting at 9:51 pm.

Recorded by: Mikaela Schamp ATTEST: APPROVED:

Superintendent-‐Deputy Clerk Board Chair Dr. LeBlanc-‐Esparza Chair Thomas

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Accept the 2014-‐15 Audit ACTION PRESENTER: Gwen Gardner, CFO & Tara Kemp, Pauly Rogers & Co. P.C.

BACKGROUND: The District has received the Audit report for the fiscal year ending June 30, 2015. The firm of Pauly, Rogers and Co., performed the audit. Tara Kemp who has been the lead auditor for the past several years will review the audit and will highlight:

• The Financial Statements • Compliance Audit • Compliance of the Federal Grants Audit • Possible changes in auditing standards for the coming year • GASB 68

The Board will receive the audit separately through electronic means prior to the meeting, based on Pauly, Rogers & Co. P.C.’s ability to deliver the document.

RECOMMMENDATION: Move that the Newberg School District Board of Directors accept the Audit Report for the fiscal year ending June 30, 2015 as submitted.

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Appoint Budget Committee Member-‐ Zone 4 and Zone 5 ACTION PRESENTER: Chair Thomas

BACKGROUND: Chair Thomas is recommending James Ferrell be appointed as budget committee member for Zone 4. This will be Mr. Ferrell’s 3rd term as a budget committee member. Director Woodruff is recommending Rick Rogers be appointed as budget committee member for Zone 5. This will be Mr. Rogers first term.

RECOMMENDATION: Move that the Newberg School District Board of Directors appoint James Ferrell as Budget Committee Member for Zone 4 and Rick Rogers as Budget Committee Member for Zone 5 from January 1, 2016 through December 31, 2018.

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: NSBA Convention Discussion INFORMATION PRESENTER: Chair Thomas

BACKGROUND: The National School Board Association (NSBA) Annual Conference and Exposition will take place in Boston, April 9 – 11, 2016. The last day to receive an early registration discount is January 15, 2016. Chair Thomas will lead the discussion on this topic.

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Division 22 Assurances 2015-‐16 INFORMATION PRESENTER: Mikaela Schamp; Senior Staff Members

BACKGROUND: Each year school districts are required to report to their communities (via a public Board meeting) the District’s standing with respect to the Standards for Public Elementary and Secondary Schools as set forth in OAR Chapter 581, Division 22. The following standards were identified by the District for correction: 581-‐022-‐0711 Policies on Reporting Child Abuse Partially Out of compliance: The Board policy needs to be update to include a specific subcomponent of a statute regarding notification of action to the person who initiated a report 581-‐022-‐1510 Comprehensive Guidance and Counseling Partially Out of compliance: Newberg has a well-‐developed and long-‐standing comprehensive guidance and counseling plan. It has not been reviewed since 2011 and is partially out of compliance with regulation. 581-‐022-‐1520 Media Programs Out of compliance: Newberg does not have a comprehensive district wide library program that is overseen at each school by a licensed librarian/media specialist 581-‐022-‐1650 Postponement of Purchase of State-‐Adopted Instructional Materials Out of compliance: Newberg has not met the timeline for Language Arts Adoption. Language Arts Adoption will occur in Spring 2016. Newberg will not meet the timeline for Math Adoption. 581-‐022-‐1660 Report on Physical Education Data Partially Out of compliance: Newberg does meet the requirements regarding physical education instructional minutes per week for Middle School. The District has made adjustments for the increase of PE instructional minutes per week for elementary, and though not completely compliant the District has made gains from 72 minutes a week to 96 minutes per week.

INFORMATION

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Policy JG-‐Student Discipline, First Reading ACTION

PRESENTER: Director Mock; Policy Committee

BACKGROUND: Director Mock will present updates to this policy.

RECOMMENDATION: Move that the Newberg School District Board of Directors approve Policy JG-‐ Student Discipline, Revised, on first reading or for second reading.

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Student Discipline - JG 1-2

Newberg School District 29J Code: JG Adopted: 12/10/07 Revised: 9/9/14; ________ Orig. Code(s): 5233 Student Discipline Discipline in the District is based upon a philosophy designed to produce behavioral changes that will enable students to develop the self-discipline necessary to remain in school and to function successfully in their educational and social environments. The major objectives of the district discipline program are to teach the following fundamental concepts for living: 1. Understanding and respect for individual rights, dignity and safety; 2. Understanding and respect for the law, Board policies, administrative regulations and school rules; 3. Understanding and respect for public and private property rights. The Board seeks to ensure a school climate which is appropriate for learning and which assures the safety and welfare of personnel and students. The superintendent shall develop administrative regulations where by those S students who disrupt the educational setting or who endanger the safety of others shall be offered corrective counseling and be subject to disciplinary sanctions that are age appropriate, and to the extent practicable, that use approaches that are shown through research to be effective. The District shall enforce consistently, and fairly and without bias all student conduct policies, administrative regulations and school rules. A student whose conduct or condition is seriously detrimental to the school’s best interests may be suspended. Students may be expelled for any of the following circumstances: a) when a student’s conduct poses a threat to the health or safety of students or employees; b) when other strategies to change the student’s behavior have been ineffective; or 3) when required by law. The District shall ensure careful consideration of the rights and needs of the individual concerned, as well as the best interests of other students and the school program as a whole. The District shall consider the age of the student and the student’s past pattern of behavior prior to imposing suspension or expulsion. Expulsion shall not be used to address truancy. The use of out-of-school suspension or expulsion for discipline of a student in the fifth grade or below is limited to: 1. Non-accidental conduct causing serious physical harm to a student or employee;

2. When a school administrator determines, based on the administrator’s observation or upon a report

from an employee, that the student’s conduct poses a threat to the health or safety of students or employees; or

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Student Discipline - JG 2-2

3. When suspension or expulsion is required by law. When an out-of-school suspension is imposed on a student, the District shall take steps to prevent the recurrence of the behavior that led to the out-of-school suspension and return the student to a classroom setting to minimize the disruption of the student’s academic instruction. Parents, students and employees shall be notified by handbook, code of conduct or other document of acceptable behavior, behavior subject to discipline and the procedures to address behavior and the consequences of that behavior. These procedures will include a system of consequences designed to correct student misconduct and promote acceptable behavior. END OF POLICY Legal Reference(s): ORS 167.400 ORS 243.650 ORS 332.061

ORS 332.072 ORS 332.107 ORS 339.115 ORS 339.240 - 339.28 883 ORS 431.840

OAR 581-021-0045 OAR 581-021-0050 to -0075 House Bill 2192

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Policy JGD: Suspension, First Reading ACTION



RECOMMENDATION: Move that the Newberg School District Board of Directors approve Policy JDG-‐ Suspension, Revised, on first reading or for second reading.

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Suspension - JGD -2

Code: JGD Adopted: 4/9/07 Revised: ______ Suspension The Board authorizes student suspension for one or more of the following reasons:

1. Willful violation of Board policies, administrative regulations or school rules; 2. Willful conduct which materially and substantially disrupts the rights of others to an education; 3. Willful conduct which endangers the student, other students or staff members; 4. Willful conduct which endangers damages or injures District property. The use of out-of-school suspension or expulsion for discipline of a student in the fifth grade or below, is limited to: 1. Non-accidental conduct causing serious physical harm to a student or employee; 2. When a school administrator determines, based on the administrator’s observation or upon a report from an employee, the student’s conduct poses a threat to the health or safety of students or employees; or 3. When the suspension or expulsion is required by law. When an out-of-school suspension is imposed on a student, the District shall take steps to prevent the recurrence of the behavior that led to the out-of-school suspension, and return the student to a classroom setting to minimize the disruption of the student’s academic instruction. Students and parents are given notice of possible discipline actions resulting from student misconduct that may result in suspension in the Student Rights and Responsibilities Handbook made available by the District. Each suspension will include a statement of the reasons for suspension, the length of the suspension, and a plan for readmission and may include a plan for the student to make up school work. No suspension shall extend beyond 10 school days. Every reasonable and prompt effort must be made to notify the parents of suspended students. The District may require a student to attend school during non-school hours as an alternative to suspension. In emergency situations that are a result of risk to health and safety, the District may postpone the suspension notice process above until the emergency condition has passed.

Newberg School District 29J

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Suspension - JGD -2

Students who are suspended may not attend after-school activities and athletic events, be present on District property without a parent or participate in activities directed or sponsored by the District. Suspensions may be appealed to the Board. END OF POLICY Legal Reference(s): ORS 339.240 ORS 339.250 OAR 581-021-0050 to -0075 OAR 581-021-0065

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Newberg School District 29J Board Meeting Date: January 12, 2016 ITEM: Policy JGE: Explusion, First Reading ACTION



RECOMMENDATION: Move that the Newberg School District Board of Directors approve Policy JGE-‐ Expulsion, Revised, on first reading or for second reading.

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Expulsion - JGE 1-2

Newberg School District 29J Code: JGE Adopted: 12/13/04 Readopted: 12/10/07; _________ Orig. Code(s): 5232 Expulsion A student who violates the policies and rules of the district may be subject to expulsion. A building administrator, after reviewing available information, may recommend to the superintendent that a student be expelled. Administrators shall follow the procedures outlined in the administrative regulation accompanying this policy. Per state law, the Board requires that administrators consider the age of a student and the past pattern of behavior of a student prior to imposing the expulsion of a student. The superintendent may modify the expulsion recommendation. The expulsion of a student shall not extend beyond one calendar year with the exception of a weapons violation, which shall not be for a period of less than one year. In such cases, the superintendent may modify this expulsion requirement for a student on a case by case basis. Students in kindergarten through fifth grade shall not be expelled, except under specific circumstances defined in state law; such circumstances shall be described in the administrative regulation accompanying this policy. If a recommendation for expulsion is made regarding a student with a disability, Board policy shall be followed. When an expulsion of a student is recommended, the district shall propose alternative programs of instruction or instruction combined with counseling unless there is a weapons violation. The district must document to the parent of the student that proposals of alternative programs have been made. No student may be expelled without a hearing unless the student's parent, or the student, if 18 years of age, waives the right to a hearing in writing. By waiving the right to a hearing, the student and parent agree to abide by the decision of a hearings officer. When an expulsion hearing is not waived, the procedures outlined in the accompanied administrative regulations shall be used to assure that a student and parent have notice of an expulsion hearing, notice of the charges supporting the proposed expulsion, and the opportunity to present evidence at that hearing. If a hearing is scheduled and the student and parent fail to appear, the decision of a hearings officer shall be made based upon the information presented by the district to the hearings officer. The hearings officer shall determine the facts of each case based on the evidence presented at the hearing. Findings of fact as to whether the student has committed the alleged conduct along with the hearings officer's recommendation for student discipline, shall be reviewed by the superintendent who shall make the decision regarding expulsion. The superintendent's decision may be appealed to the Board by the student's parents or the student, if the student is 18 years of age or older.

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Expulsion - JGE 2-2

Board review of the hearings officer's decision shall be conducted in executive session unless the student or the student's parent requests a public hearing. The appeal before the Board shall be on the record and no additional evidence may be submitted. Parents of students who are appealing the hearing officer's decision shall have the opportunity to be heard at the time the Board reviews the decision. The Board shall affirm, modify or rescind the decision. If a review of the expulsion is held by the Board in executive session, the following shall not be made public: 1. The name of the minor student; 2. The issues involved; 3. The discussion; and 4. The vote of Board members. Truancy may not be used as a reason to impose expulsion on a student. The superintendent shall develop administrative regulations to implement this policy. END OF POLICY Legal Reference(s): ORS 192.660 ORS 332.061 ORS 336.615 - 336.665 ORS 339.115 ORS 339.240

ORS 339.250 ORS 339.260 OAR 581-021-0050 to -0075 OAR 581-021-0070 OAR 581-021-0071

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NEWBERG SCHOOL DISTRICT 29J

BOARD MEETING FUTURE AGENDAS 15-‐16 as of 1.7.16

January 12, 2016 Recognition: Edwards Consent Agenda NSBA Convention Discussion Division 22 Compliance Report Policies Second Read Exec Session: Supt Eval Adopt OSBA Resolutions SSF Discussion

January 26, 2016 Recognition: CVMS Consent Agenda Monthly Financial Report (GG) Cheerleading Travel Request (Lisa Berg) Present Budget Process Calendar 16-‐17 (GG) Policies Second Read State School Fund Discussion (GG) Excise Tax Exemption Request (GG) Exec Session: Supt Eval

February 9, 2016 Recognition: Crater Consent Agenda Policies First Read Comparison Report (CS) Graduation Rate Report (DS) Facilities & Physical Plant Assets Report (LH) Adopt Budget Process Calendar 16-‐17 (GG)

February 23, 2016 Recognition: Dundee Consent Agenda Monthly Financial Report (G) Policies Second Read 15-‐16 OE & ID Transfer Report (KLE) Set OE & ID Transfer Parameters for 16-‐17 (KLE)

March 8, 2016 Recognition: Joan Austin Consent Agenda Approve Supt Evaluation (Public Session) Policies First Read Update: Chinese Program (Stafford) Present 16-‐17 District Calendar

March 29, 2016* Recognition: Mabel Rush Consent Agenda Monthly Financial Report (G) Policies Second Read Language Arts Adoption Recommendations (S) Approve 16-‐17 District Calendar

April 12, 2016 Recognition: Catalyst Consent Agenda Catalyst Calendar 16-‐17 Policies First Read Lang Arts Adoption? (S)

April 26, 2016 Recognition: Ewing Young Consent Agenda Monthly Financial Report (G) Approve Student & Athletic Fees 16-‐17 Policies Second Read Exec Session: Negotiations

May 10, 2016 (Budget Season) Recognition: Sitka Consent Agenda Meal Prices 16-‐17 (CM) Food Commodity Contracts (CM) NSBA Share-‐Out Policies First Read Exec Session: Negotiations

May 24, 2016 (Budget Season) Recognition: Courtney Croft & Haley Bosse Consent Agenda Monthly Financial Report (G) Present Proposed Board Mtg Calendar 16-‐17 Policies Second Read

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* Meetings that do not fall on second or fourth Tuesday of a month # Dictated by Superintendent Evaluation Timeline set by the Board and Superintendent

June 14, 2016 (Budget Season) Budget Hearing 6:45-‐7pm Consent Agenda Approve Budget for 16-‐17: Resolution 2016-‐__ Approve Board Meeting Calendar 16-‐17 Plan for Board Retreat Policies First Read

June 28, 2016 Consent Agenda Monthly Financial Report (G) Climate & Culture Report (CS) Policies Second Read

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january 12, 2016 board of directors regular meeting · 1/12/2016 · january 12, 2016 board of...

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