2017-07-25 PPS School Board Regular Meeting, Work/Training Session

District	Portland Public Schools
Date	2017-07-25
Time	missing
Venue	missing
Meeting Type	regular, work, training
Directors Present	missing

Documents / Media

Transcripts

Event 1: Board of Education-Regular Meeting-July 25, 2017

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we'll be voted on this evening has been posted as required by the state law this meeting is being televised live and be replayed throughout the next two weeks please check the board website for replay times this meeting is also being streamed live on our PBS TV Services website we also have director Anthony is out of town but is calling in this evening before we can begin tonight's agenda there are a couple things I'd like to share with you first of all as part of our commitment to strengthen sports and families and students we're instituting a few new practices at this board meeting and I'd like to ask director as far as Brown to share those changes alright thank you starting tonight the PPF unfed woman and Julie Martin will attend all board meetings the role of the omelette person is to serve as an informal independent and neutral confidential resource to assist parents and our community members in school related concerns and issues so our goal is to strengthen how you families access the correct channels for answering questions address some concerns or evolve resolving school and education related issues so specifically Judy will be here to listen to the public comments and appropriate provide additional support to families who need or want it including listen and identify the areas of concern in the appropriate first place to seek resolution serve as a resource to help connect them that well the right people to resolve the relevant concerns provide information about district policies and procedures conduct informal interventions and mediations when possible we encourage the first place to discuss a concern to be at the local source with a teacher staff principal because many issues can be resolved at that first stage but we also want families to know the Ombuds person is a resource and can be contacted at any time to help determine the next steps to address and result concerns so for the record beauty can be reached at five oh three nine one six three oh four five for Ombudsman at PPS net so this is the first step in an overall priority to better support families and students in meeting their educational needs and as we expect to be discussing the complaint process and opportunities to provide better family support and services in the coming weeks thank you secondly beginning this evening we are pleased to report that the board will have Chinese Russian Somali Spanish and Vietnamese interpreters at each meeting so I'd like to ask the interpreters to come forward at this time introduce themselves in the language that they will be interpreting and inform the audience where they will be located in the auditorium should someone need their assistance and we're hoping that this gets shared broadly with our communities so that they know they don't need to phone ahead in order to access content of the meeting so please come forward this should be fine Yeah right down here thank you and I guess perhaps peek into that microphone introduce yourself I know hahaha come on down are we missing someone I Chinese Russian Somali Spanish Vietnamese okay Somali perhaps we're missing okay well let's please introduce yourselves for those of you that are here thank you hi my name is Courtney hi my name is Olga baile Brava I am Russian interpreter brass British minions the woodwork tabular guru Batiatus kiriwe chick oh boy will be located all the way the back of the room we would america owes me that it's cognitive result appreciated thank you welcome hi I am Java and the Damis interpreter and I stick in the back so absent Allah Jalla WA ala thing getting really quick and we come taken I gotta say with you agree with you thank you thank you good evening my name is Rosa Coast I'm an interpreter for spanish-speaking families and I also will be with the rest of the interpreters in the back of the room when s no trace Muhammad Rosa Costa a golden scepter several civilian se habla espanol yo también es tibidabo nosotros interpreters en la parte across whether the a sequence gracias my name is year I am Chinese
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interpreter speaking Cantonese and Mandarin oh hey Toma Sonya ocular I home some water away helming that thank you very much and as you all heard they will be in the back of the auditorium at all board meetings so thank you for joining us tonight great and now on to our agenda Thank You director as far as a brown I have a feeling we're going to be changing the ombudsman to UM spuds person yes so beginning with tonight's meeting we're going to be combining student testimony and public comment but always having students going first and before we begin the public comment period I'd like to review our guidelines for public comment the board appreciates the community for taking the time to attend the meeting and provide your feedback to the board we value public input as it informs our work and we look forward to hearing your thoughts concerns and reflections our responsibility as a board is to actively listen with our electronic devices turned off board members will not respond to comments or questions during public comment but our board manager Rose Ann Powell will follow up on issues raised during public testimony Roseanne's absence this meeting this evening but we'll get information to her guidelines for public input emphasize respect and consideration for others complaints about individual employees should be directed to the superintendent's office as a personnel matter people speaking tonight and public comment have a total of three minutes to share your comments please begin by stating your name and spelling a last name for the record during the first two minutes of your testimony a green light will appear when you have one minute remaining and yellow light will go on and when your time's up a red light will go on at that point we ask that you respectfully wrap up and conclude your comments but we appreciate everybody who come in this evening to share their thoughts and concerns and with that misison do we have students of the public signed up for public comments and no students for for clip of comment and our first two speakers are Brad Nelson and amber Clark Wow I read Nelson BR ad an es s o n so interim superintendent HOD and member of the board thank you very much for the opportunity to speak with you this evening earlier today I sent over my testimony so you can read it in greater detail I timed it it was about seven minutes of giving the condensed version here I have two kids in Portland Public Schools a sixth grader and a second grader and tonight I'd like to advocate for four things the first is to restore vice-principal positions at the six elementary schools where it was removed in the latest budget the second thing is to read restore the ratio or kindergarten from 28 to one back down to 25 to 1 I also like to advocate for a couple of continuing things to increased equity and promotion of diversity throughout the the district and finally like to call I guess for general cooperation I know there's a lot of parents that want to help and there's a lot of teachers and administrators and people with the district office and I think we can all do a lot of good things we work together specifically with the the Vice Principals there's about 100 million dollars more 4 million of which or so should go to PBS Bridal Mile is one of six schools that lost their vice-principal physician and this is impacting 3,000 students roughly 6% of the overall district that's a lot of kids that's a lot task of an administrator we need to support our principals we need to support our schools we need to support our staff and having those vice principals they're dealing with interventions and other things is huge so please find some of that money and restore that position likewise I've been in a room with more than 25 five and six-year-olds that's a lot of kids 28 to one is a big big ratio and that gets even more difficult when you deal with schools that are historically underserved but don't necessarily have the parent community that can come in and to volunteer and to help out so for both of those things they would go a long way to providing much safer and stronger overall school experience I know there's a lot of things that have been happening in the district there's a lot of things you know big issues that you're going to talk about tonight you're going to be tackling over the next couple of months and I think one of the things I've found as I've worked not only with you know the school but also
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with the district there's a lot of good people there working at the district there's a lot of good people that are working you know at the various schools great administrators good people please find a way to retain those people please find a way to fill those positions please find a way to support us as community members but also the overall district it's easy for us to get frustrated in the bash things and we need to to stop doing that so I want to help I know there's a lot of people out there that would also like to help so I do want to advocate for specific things but just generally for the the overall district so thank you very much for your time thank you hi good evening I'm amber Clark CLA RK and I am on the Executive PTA board for Cesar Chavez K through 8 I also have a fourth grader and first grader in the DLI program Spanish immersion so I'm here basically to talk about equity and how school district is failing to adequately support the so Chavez school with staffing curriculum and resources that our students need to succeed Chavez is a focus school and dual language it's a school with heart it's a great school I love it we're currently renovating our house so we can stay as that is our neighborhood school but it's an you know wonderful family's fabulous hard-working staff but we have some huge issues we have less than educated and less than economically you know there's not a very wealthy parents and everything and anyways um we have about thirty percent plus of English English language learners 80% plus historically underserved population and we're ranked in the bottom ten of the schools in all of Oregon for our test scores might be about fifteen percent but we are a focus school which means we need extra help we've been identified as a school in crisis by the interim superintendent McKean according to the March Oregonian article so this is a it's a good school but it's a school that's really challenged my daughter has been within there for years and this will be her third principal that is in coming within those four years that's a problem this this year we have fourteen staff who are either being shuffled out by seniority retirement layoffs by choice but it's a huge staff turnover and a lot of EAS are being cut educational assistants are being cut due to budget cuts and also send you already are all our administration is new this next year our office staff is going to be new this next year we need office staff who are bilingual a 60% Latino at our school I am happy to be there as minority family but we really need staff who are bilingual and that's a big issue and there's been a lack of clarity and things as far as the principal search that's going on and a high turnover and it seems to be like a stepping stone for their careers rather than a place to stay and be principal we have had principals who are as assistant superintendent now the head of East ESL middle school principal and the direct now newly the director of high school programs and these are people that have just been in and out and it's great for their careers but it's really bad for our students in our school and as a parent I really care about our school and I want you to care for our school too with the curriculum that we need the staffing that we need the support that we need everything that ours to deserve to succeed in areas where they are supposedly not just supposed to succeed so we really need your help to make it truly a folks focus school and true equity thank you thank you thank you both for your comments and we'll make sure that we pass along the comments we'll take them into consideration during our our committees and our board work but also the senior director who has the school in this portfolio thank you next we have Hugh green and Theresa Rayford mr. green here looks like the two remaining people could signed up are not present so we will move to the next part of our meeting well it's in the sheet heat of the summer our schools are about ready to open in another month and I'd like to ask
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superintendent to provide report on the preparations for the opening of all our schools and I will have a separate section on the opening of our rebuilds and we modernize schools good evening board members students staff and community members I want to just read a small statement before I get in the report I'm pleased to be your interim superintendent as we work to hire a permanent leader for the district before I get in the detail of the report I want to take a minute to say some thank yous first thank you to our students for their hard work and learning what it will take to succeed in school in college and whatever that you decide to do and take thank you second I want to thank all the teachers and staff for the in this service that they perform to support our students we are in a period of transition at DPS the district is in need of new thinking stepping away from the status curve and the traditional ways we have done business my leadership style is to put a premium on problem-solving focus on service and to never lose sight of them imperative that we focus on a matter most for our kids yes we have a significant number of vacant positions and we are on track to fill them all but we have made sure that we have solid interim leaders in all the positions that we have vacant and as we pursue hiring permanent positions for these high-level positions yeah I do come from a financial background but I enter the field of education because I care deeply about the mission of public schools and supporting student success and to be clear while this is a clear transition the district is under control a lot of good work is happening and I'm going to go through some of that work that's happening to prepare our schools as you many of you especially staff there's a lot of work that goes into getting ready for the first day of classes each year this year what we've done we have asked every department to come up with a list of all the actions that they will take to prepare the schools we have a report I will share with you a memorandum along with a link to these reports and you'll see all the details for all the departments and all the preparation that's taking place but in the next I took sign a kind of sample of some of the work that's happening for a certain Department I'd like to share that with you for example in i.t we deploy IT written esteems to school to check classroom and lab technology example tech bundles phones mobile cards to ensure everything is working correctly as the school start create accounts for newly hired staff or staff who are changing and moving from one position to another the accounts are created automatically when staff are entered in PeopleSoft we have to do the imaging and repair of computer computing devices specifically in labs and cards that are available for classrooms prepare mandatory compliance training that's done electronically online and we have mandatory training that all staff have to take so we have to prep for them these should be ready by now they were due by July 1st and they are ready to go in transportation we have had significant amount of challenges that we dealt with last year we are actively working on trying to make significant improvement in that area the death will really go in aggressively trying to hire and recruit new drivers to get to a full staff and level this way we don't deal with shortage next year that's that's proved to be really challenging area and working really hard on the form all needed safety inspections preventative maintenance and repairs to ensure our fleet is ready for start-up this includes athletic dance school assigned vehicles buses transportation sedans applet radio cameras and GPS equipment as needed 3 presenting new information and training to school staff secretary's admin staff prior to start school new field trip requests upgrade that we just created bus tech requirements stop evacuation drills etc these are some of the stuff that we're working on in transportation we're also working on communication of new routes to parents and schools that's a critical piece quite often we last year at least we have had some hiccups we're working to improve that website publication assist
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with individual school mailings as necessary and ensure bus tag information is updated and printed for school start in the facility the facilities and asset management in the custodial area will be stripping and locks in all crafts or classrooms hallways and floors and entire schools we moving furniture and do that work deep cleaning all carpets and deep cleaning all restrooms electrical we will do real amp or gems and editorials generator load bank testing prior to school start in the warehouse we'll be doing a lot of delivery of the new and additional curriculum to schools retrieval science kids to warehouse for replenish replenishment and they deliver them to schools as needed there's approximately about 3,000 kids that we will have to do some work on them in the multi crafts area backfilling engineered wood chips for playground area and structures and in the ground smell and the grounds and making sure they're ready for schools mechanicals we'll be doing a lot of testing for the boilers and ensure these already for next semester lockers repairs and combination of other work in terms of leadership we have talked most of the positions for the principal's except for oddly green we're doing the interviews as we speak and one of the planning principles we're doing interviews on that one as well and we're hoping in the next few weeks we will have old positions though thank you it's the question is it the only aqua green and the planning principles are the only vacancies so far yes now we have had made offers conditional offers to a lot of the positions but we're doing the background check that's why we may not have announced some of these positions here any questions by members of the board this just isn't the real exciting stuff but it's so important to the experience of students and families come to start a school year so thank you are we with you were talking about the buses we have for this school year the apps that we've talked about that allows parents to track in real-time bus progress and delays and all that all right I know we're looking at it I'm not sure we will have it handy or not yet I mean we have probably much more foundational stuff and infrastructure and making sure we have the right number of bus drivers hired and paid and the routing and that these are more just basic stuff that really cause a lot of the headache for us last year we're trying to make sure we address them I know Gary if you can answer this question exactly the drivers that's good so just a question just following up on the transportation so is there like one number for parents to call it gets answered regardless of the hour so we are working on put that in place we don't have it handy yet but we will have it Jerry you want to talk about it please do because that was an issue last year that was good evening Jerry Vincent chief operating officer we're actually excited about what's happening in transportation we still need the result we're short drivers from PPS and first student but we're making good progress app is coming this fall IT is working our own IT departments working on it with us we are setting up right now prayer our consultants advice time there are six phone lines that are in a separate area of transportation for all calls that that come in throughout the day even a mid shift line and then we have an after-hours we're trying to get the messages out so it's complete difference from where we were before and even when we did have one line two lines before they were right with our our routers so you have all this cross talk going on and everything the same room we've taken over an extra conference room down there we're dropping six lines in as we speak and we're setting that up for that's how we deal with the questions versus this is how we deal with the drivers all that was intermingled before so it's not sexy and exciting but it looks like it's going to be terribly efficient and that's where it as a reigning four that'll be much appreciated by parents so clarification when you talked about hiring drivers is that book view and per student or were you speaking out for us we're working with with the first student of coordinated VC efforts but we also hire
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our own drivers as well right both of us are are short where we're more promising than we were even a month ago and we can't give any more of an date because just like I heard earlier with the principal's in the background checks there are three others there's the people who walked in the door people we've interviewed people we've approved for student and us now they have to go through background check then they have to make sure that they have their updated license in order to drive the buses on the road and we're looking at all that Plus first day of school and we're bringing these things too together great one more transportation and so we've communicated with the families that will be moving my Delta Marshall during the remodels and have taken care of those that busing situation I believe so yeah I mean we have worked closely with the principal and we've been in constant communication in terms of not just the move but also providing the transportation thanks so one of the logistical things we need to work out for transportation and everything in general is good news you know Google updated us when Franklin went to Marshall and when Fabien went to Tubman we've checked in with them whoever Google is with our people and they won't fix it until we have permanent occupancy where we have temporary occupancy on our sites right now a permanent occupancy Marshall one else a grant and Fabien will be Fabien so those are the two big ones so we even had a tour last week and warned as many people as we could but to people you know didn't get the memo and they did Google and there there you go so we're working on that one so we're supposed to be able to turn that key right around second week of August which is just before we're nervous about that you know in terms of them changing and updating their website we can't control that they don't so we're pushing as much as you can push google you might as well just stay there because the next item is the three rebuilt and modernized schools superintendent thank you I'm going to start with Fabien and Concordia this is a 33 million dollar project not been scored will celebrate its grand opening on Tuesday August 29 from thirty to five pm the building will open for killers and our building partners Kaiser Permanente Concordia University and Trillium Family Services and basics will be on site as well we have been partners and neighbors with Concordia University for at least sixty five years in our fabien site popular and Concordia University well the partnership is extended we were just concordia with Claudia and the University of Concordia we extended that partnership to Kaiser Permanente as well the team has transferred the site once housed a single story of 1950 wood frame structure the many maintenance problems into a new and exciting 3 floor structurally structurally sound steel and concrete learning environment I want to give you some of the features that we have had in the school and in terms of the transformation the old site had 58,000 square feet in this size had the new the new location have 133,000 square feet the new site means seismic and accessibility building codes there's a new fire alarm system and it's on track to be the first district LEED Gold building we have put there about one hundred and fifty one kilowatt solar photovoltaic system that's now operating EDA compliance with two elevators energy-efficient LED lighting fully air-conditioned in state-of-the-art playground and two covered play areas in addition to that they had a high school size gymnasium and high school level science lab and have it's equipped with card reader access after years of informal collaboration bps and Concordia University start work on or formal arrangement to whelp Concordia education students gain hands-on experience in the classroom while assisting fabien teachers by providing in-class support as I mentioned earlier the partnership has grown to include Kaiser Permanente basics and Trillium Family Services in addition to promotional public schools the goal of this collaboration is to help close the opportunity gap for the most vulnerable students and families and provide wraparound services that include early childhood education health and wellness program steam one-on-one tutors and fruit Club that kind of conclude the fog
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in one before I move to the next one I want to ask if you have any questions and yeah and I can provide any answers about the school yeah it's exciting so the 151 kW photovoltaic system is actually spending back against a meter while we're still occupying and wrapping up construction so fully functional it's exciting it's again it's our first LEED Gold building in the district yeah it's a beautiful building it's a beautiful color it's exciting for our kids and the ass is great building really is the next school we want to update you on is the Franklin High School on Friday September 1st at 6 p.m. we will inaugurate Franklin new football field and track you in the quick Quakers first home game the Franklin is the final Portland Public High School to receive an old weather turf field and a new track the project marks the completion of the ten great food project which PBS has done in tandem with Nike and financial support from the city of Portland Motorola County Oregon Sports Authority local soccer clubs and others and this is a really great partnership with a lot of our partners with Nike and others that provided this experience for our kids given in a really nice field Franklin High School it's cost about a hundred and fifteen million dollars and some of the features in this school I'm going to just go through some of the stuff the old size was 237,000 the new size is about two hundred eighty thousand it's a DEA compliant and he had about six elevator there's a significant solar energy work that's been done there in the former auditorium converted to media center new student Commons with indoor and outdoor eating areas a new science classroom CT and makerspace new Performing Arts Building new gem biomedical and Culinary Arts Center with that I'm happy to answer any questions about Franklin any questions from the board looking great yeah it's beautiful I drove by it yesterday clearly another gorgeous building the last school we have is Roosevelt High School it's 92 million dollar project we opened phase one last year without to open Phase two so the the second opening will be on Friday September 29 beginning at 4:00 p.m. among some of the changes we done since then is the old sizes two hundred and two thousand square feet the new size 247,000 I'll have a new gymnasium and weight room three new CTE classroom including industrial arts construction and robotics writing digital media publishing center new Commons and cafeteria and new theater and drama classroom conclude our we thought that the new three schools but we have a lot of work that's done this is just glimpse of what's being done I could practice within hours talking about it any questions you have from here Jerry yeah but we had an event in June the Roosevelt a new Performing Arts Center that was just is beautiful so exciting the families were thrilled all of these projects about 95 percent complete and we've made up the time that we lost during the snow days that was nine ten days to the district but to the contractors who can't work on the site again it was over three weeks and and also I just can't say enough about the construction crews on both Roosevelt and Franklin because they signed agreements two years ago when the school year started after Labor Day and when it came back they lost that time two years in a row plus two years of snow days ice days in a row and they're there they're just doing a great job great we're grateful grateful and all excited for that opening it's got anything on the anything more to add on the transition of grant to Marshall other better than that he's been painted blue or something like that so that was actually when I heard 5 in Franklin Roosevelt I started put a grant one together but I thought me we were going to do that at another update because we also have a video we wanted we're poor comprising I want to show you just like we did back in the Franklin days we have grant students saying hi this is my past this is how I get on this is how I get there and we have some of the bus stops and
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established that we're going to do with the part that's being transported but it's coming together but it would need you know an August board meeting in a way we'll give you the whole meal deal while we're on the topic of facilities it may have this year Portland voters by a wide margin approved a new bond to modernize and we build schools and address health safety and accessibility issues this evening will receive the first of all the quarterly reports on the environmental health safety and accessibility fixes in the 2017 bond lemon ask Superintendent Awad again to collecting whiteboards Jerry Vincent and his team too make that a port to the book thank you I don't know if they're going to turn on the PowerPoint because all I have a look at that someone's actor so so we're know the word asks for an update on what we're doing this summer and this fall but I thought especially with three new members and I won't camp out on this we presented to the board twice but I thought you should see the background so if you had questions about how come you're going there and why when we get to what we're doing we got a little bit of backdrop here to tell you how we got to that so I have part of our health and safety team here tonight literally after May 16 when the lead and the water by June we had a team we've met every week used to spend part of that so we have some of our team here tonight dr. John Burnham we were so lucky to get him he retired out of Oh Hsu as their director environmental health and safety for 23 years he's going to go over a little bit of how we got to the criteria the categorical and then we're going to talk to two other members so I'm going to bring up in the right time so John why don't you just walk us through big picture oh my gosh supposed to go this way you tell me or maybe I don't okay what do you want to do with that I could do that like it okay so wait an overview of our process good yeah stick okay so very much mistaken we actually met daily a very beginning mind because the things coming out of frightened ourselves yeah good evening everyone I'm John Barnum I am the interim director of Environmental Health and Safety my role tonight very quickly for you we thought would be wise to provide the new members with a real quick executive summary of how we've selected those eight different health and safety programs who went into the bond so the best way to describe that is to tell you what the real quick the whole entire process I came on board in the middle of July of 2016 one of my responsibilities that was given was to do a gap analysis for the environmental health and safety group that was a group of three people working inside a PPS I published that report in late 2016 and if you look at this slide I found that that group was responsible for overseeing 57 different environmental health and safety programs that's a lot of programs but it's not unusual for a group the for the group institution that's big within that was one program was lead and water 56 other ones besides that so next slide there a jury how did I how did I do that gap analysis this is the third one I've done by the way I've done one a PSU and also OHSU there's a number of steps that I take that I developed over the years but the real bottom line here is those last two bullets and that is that I use institutional risk as a driver to identify the needs of each of those 57 programs and also those eight which is most of those are embedded in the 57 so really it's about institutional risk slide I just wanted to provide this to you in case you had some unusual interest in risk assessment here's some of the resources I've used over the years I'm not going to cover those with you but I wanted to show them to you I did want John to put these in here because one of the things the board's talked about since that that fateful day was what are we doing in terms of not enough people over work and best practices so we could probably just rest on John alone is 23 years if you can do this for OHSU you can certainly do that here but in addition to John's background he relied on these kind of resources for best practices and how we go out and how we got what we have so we didn't just make this up in a back room somewhere no oh yeah this is this is I developed this process of a 23 years
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next slide or there we go and so is what is called the velvet the procedure I developed over the years I call it a a multi category risk assessment because what I found is that although EHS is heavily regulatory driven in reality there are lots of other impacts they can have on an organization I saw that at OHSU reputational risk is a major issue for example at OHSU or at PSU oftentimes the agent people don't look at that very carefully so that's one of my six categories I don't want to go into detail here this is actually severity if you know much about risk assessment you have to combine this or something about frequency or probability we do have frequency information a lot of the programs that we're working with for example how often do we have a serious fire you can get some idea about frequency and combine that with this kind of information so bottom line is I used the institutional risk approach to inform the gap analysis and what the needs were there but also those eight items that were on the bond that's really the bottom line here the next two slides give you a little bit more insight into the process what this does for us to start to move you'll see the next few slides an item that might be emotional to some - what's be probable what's the probability of that happening because that's really where we're measuring risk is the probability end of it so by the way the four board members that were previously on the board and three of them here tonight so let me give a 30-minute talk about the gap analysis alone so I'm covering this like a rocket review really really quickly this is an executive summary so I think this will help the new board members understand the multi category approach I want to keep it really practical so when you look at these definitions I'm going to cover them based on what we know about led water and the impact it had on our institution so take a look at each one of these I'm not going to read them exactly but financial risk you know the impact of inadequately managing that program by EHS millions of dollars for the organization operational risk we shut down our drinking water put in bottled water and shut down our kitchens with by the way they came back up quickly we had some good thinking there and we put those back in on the online in October reputational risk what I need to say about that all the articles have written and so forth by the way I think we've made a tremendous amount of progress there not just to me but a lot of people in this room had a major impact on bringing back our credibility and the bond was proof of that so in that the last slide I have here in this set these are the six risk categories once again led in the water just give you an example in this last one do you mind if we brought up with questions or rather that one no please so what question Charita so on the human health and safety risk yes when you do that assessment do you take into consideration the specific populations that could be at risk so for example young children are more vulnerable absolutely absolutely I mean you have to look at the toxicology in the case of lead for example and you need to look at the population effect that's one of my comments coming here so let's talk about lead and water real quick and human health and safety it's unlikely that lead and water in our drinking fountains is going to be the major source of lead exposure especially for the young people really young people in our in our in our schools there are you talk to the county you'll find out there's many other sources outside the school system but we certainly want to minimize the exposure to live into our schools right so that's why it's there I'm part of your risk and then in your gap analysis talked about how when we start to roll things out how it's at the k3 level where they're most vulnerable so it's covered in our detail one that's on our website that's part of the large analysis which is part of the more detailed probably two powerpoints by now has Ryan it there so it's a great question a greater risk would be the lead paint chips for example especially at home so environmental risk you can't measure environmental risk at 15 parts per billion so it's a non-issue the regulatory risk in spring of 2016 there were no state federal or local regulations on letting water in our schools and yet look what happened to the institution it's pretty amazing that's why I really look at all six these categories because you know which one's gonna be the most important it's not just human health and safety and regulatory is everything so so bottom line is let's want to summarize it now what'm line is what drove the gap analysis for me and also the bond those eight items was the institutional risk
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from those items so the space they put so those items reduce themselves into this being brought before the board and the B sag and then we had as you may recall three different levels 150 150 two million so this is what went forward and into the the pond and then we started John talking about that's passed this bond and let's talk about what's leading to what we're doing right now in terms of factors for rolling it out right here okay so let's talk about some of these priority methods we are using for this summer immediate work that we're going to talk about a minute and the intermediate work some of this is also in our intermediate the long term is where we're going to have focus groups I'm going to talk about some of this tell them what our rationale was and how this is rolled out and get feedback but go ahead and cover some of with some of these meet some are obvious some are not as obviously so we said that is a group to look at all of these eight items and decide how to fund them basically we looked at the six different approaches possible we threw out across the board very quickly because if you just take 150 million divided by eight it just doesn't make sense for what these different programs are so that go thrown out the biggest drivers were a catastrophic list I mean fire life safety you can have multiple casualties in that situation public awareness the the surveys showed very clearly that lead water and lead paint were big issues operational savings roofs can prevent other issues from occurring not just leaks and then readily accessible is right on order to amend the water operational money coming back to the program you know for changes made we use the combination of all those last five yeah to come up with how to allocate funding and 950 million all right thanks Sean and I'll go to my Jose coming up I want to talk about so we take those items at John's cover we put them into these variables right here and start to get into a priority one we're going to of what this looks like we just chose roofs when you apply everything John Deere through gap analysis into the priorities in for the measurements of risk it looks something like this this is just roots for example we have what our variables are we've listed what their risk is what our indicator is how we assign numeric values to that with folks from the industry some experts in there and when you're done with that it's still a roof that's prioritized we still need to take the PPS part and put it on top of that which is our equity based value we'll put on these on how to roll these out district-wide so it all done in one area versus another this is why we're set up right now and where we are to date with the progress that we've made I asked as Joe one of our other safety members from day one is still probably our director of risk management we have three departments that are coming together to do this health and safety work we have our facilities and asset management department we have our risk department and then we have our office of school modernization as it rolls from our immediate and intermediate into our bond by fall and we have senior director Dan Young here as well so I'm the CEO oh that oversees that manages that but we have three main departments that are doing this work so I thought I'd talk some of these things our risk management driven and lead and I thought I'd ask Joe to talk about what his are oh I'm sorry just one more so I discovered this so this is how the work is flowing out we have immediate largely being done this summer right now are completed this summer a little into the fall intermediate largely between this fall and it starts into the summer somewhere in those bid packages and projects as we set those up they roll into osm and then we have our future which is the long-term that's what we're doing seven seven and a half years all the way out to the end of the bond right now is our work flow progress it's just a question about the three ranking so if you're a parent and the items in your school part don't get an immediate category but they fit in the intermediate category which looks like it's going to happen this between this fall and next summer how would you know if there's an existing risk still or health and safety issue at your school and what generally things are we communicating to parents about how that's being mitigated yes so it's a great question and it's going to be we're going to have to look at many different ways to deliver that message that people get it's not just we posted on our website it's how did we get that specifically out to you whether that's fire it or this by email group so the communications part of rolling out the low-hanging fruit we're going to show you what we're doing right now is is going out we have a part of our sorry one of our health and safety from day one has been our public relations department CIPA so two things that they
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have been invaluable in we're the experts in the area they say if I can't understand that a board member or a parent probably can understand that I think I would say that differently if I was you and then they work with this on how do you message these items as they're coming out so that's that's actually the next thing we need to do is message where we're going message what we're in the middle of it and then message how we've wrapped it up and what's tested out fine and what is now complete at that site so that's a plan that's still being worked on you we wanted an update for tonight but I'm going to be honest where there's a lot of work to do on that area and we need some input yeah thank you madam chairperson members of the board good evening my name is Joe Collier director of risk management I'm about eight slides to go over with regarding radon mitigation systems and asbestos a quick background radon is a naturally occurring radioactive gas long term health hazard the Oregon Health Authority and the new healthy and safe Schools Act required testing in schools every five years where a mitigation system has been installed if there is no mitigation system needed we're still now required to test every ten years the systems that we are installing we are requiring a ten year warranty from the companies that provide those and this allows us to have another opportunity to capture two of those five-year tests within the warranty period and you know effectively keeping the burden of effectiveness on on the vendor that designed and install the system tonight that question about that real quick yes I'm so as I understand it from what you've explained in the past the radon risk can kind of shift from year to year things can change over time and you can mitigate what you've got right now but two years later there may be something else right did I am I get okay wrong so so for this for this warranty does that mean if we discover two three years down the road that we now have a different problem is that covered under the warranty in a general sense yes it would the radon is viewed as seasonal and so what's defined as the winter heating season is via the protocol of the certified radon inspectors and mitigation companies they can design and install now we can measure now but it's during that winter heating season that they will confirm that we're below the 4 picoCuries per liter and it's only during that validation that they'll put their warranty on it and so yes if they if we do our 5-year required test and it's above four they would have to honor the warranty and the warranty is on the on the radon level not just the system itself some exceptions would be if if we as a district initiate construction on the site when construction is initiated and we have an example right now with cesar chavez we had one room validated for the need for a radon system but we have an external elevator being installed right now and so the ground work is the ground is being disturbed the foundation and so when that work is complete we will redo the testing of all the occupied ground-level rooms because you know it could be gone or they could be more rooms that invalidates our warranty right in that particular case there's no system in place we've been able to validate more background for last winter heating season we as a district we contracted we had all regulated occupied ground rooms ground level rooms have their initial short-term radon test and then additional testing has warranted so that was a little over $100,000 and an entire season of testing to get us to where we are now so that we know where the mitigation systems are needed and we can and what we were ready when the bond was approved with with locations and those warranties roll out in the original scope of work if we have three areas identified at meek and then a fourth one obviously profits crops up later on with the test that wouldn't be part of the warranty that was outside where we know it knew at that time and the work that was performed at that time it's a great question and by the way in terms of rolling out the message we need it tonight in order to message out to the parents exactly we're showing you we just might be a good idea that you didn't read about this through the paper through an email blast and board members actually heard first we want to say to you so sip has been part of writing to stuff in a draft right now and how we're going to roll this out so okay so today's gonna come up just to clarify then every school will be tested on a rotating serve a five-year basis going forward
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correct going forward with the new healthy and Safe Schools Act organelle Authority guidelines were published last year so even in schools where radon levels were low and did not warrant mitigation they do now require testing every ten years so that would be the that would be the longest interval between testing would be ten years okay five years if there's a mitigation systems to capture okay thanks on this slide we're illustrating what's recently completed and these are three locations where a permanent mitigation system is now in place meet cafeteria lent office and then lent music room which is a separate building but is tied to the main building the utilities are tied to the same average cost you can see real quick math here's about 20 grand per mitigation system when forecasting the bond we used a rough estimate of 30,000 per per location this is a small sample set so we'll still kind of watch that and see if the average cost is remains low it just depends on the complicated systems in larger buildings thicker walls basements versus maybe a single level building all right currently we have design validations in progress for skyline room 105 a aqua green the gym the adjacent PE office and the adjacent dance room which is all contained in a north wing of aqua green a validation system is a mitigation system that is in place and is effective with these in particular once we're in the winter heating season those vendors can validate with certainty that their design works put a warranty on it the design systems are usually calm compromised comprised of permanent parts and some non permanent parts they will wait to go through a roof penetration and use maybe a window or some other kind of vent to validate the air movement and all those things that they're doing before committing to the construction there but those are systems that are in place and going with the results that we were able to get for that over the entire season of testing we now have 26 rooms and 15 schools that are validated and need radon mitigation we have a project manager assigned to that and those are going to go out in about two or three groups of bids the qualified vendors now qualified still have to provide a quote on each one tomorrow morning for example the companies are doing a walkthrough at Jefferson there are two locations two separate locations at Jefferson High School that have been validated as needing radon mitigation so that will be in fact two two systems and that walkthrough is tomorrow the 26 rooms once again will communicate that with the assistance of CIPA but that we will see additional yeah one of the issues with that is why you've heard me say with other things who's bidding the work how many people turn in a number and is the number anywhere in your reasonable so when we say we're going to get to 15 schools and we're going to start right away we're going to start right away we're going to get to 15 schools as soon as we can with a March 18 but it's just it's just brutal out there right now trying to find labor and find companies a lot of them even with large scopes of work aren't even returning a phone call back to the general contractor whether they're interested or not they're just not even returning those calls they don't need to but this is the plan on how we're going to roll this out here and we will see repeated radon mitigation at aqua green and meek other locations within the school are now validated as also needing radon mitigation so those those schools in particular will will see more the district has an open position right now for our permanent director of our mental health and safety so we're trying to get that filled dr. Jon has stayed on he was with us to the end a year at this point so we're trying our best to get that position filled that reports directly to Joe that was one of the things that came out of facilities asset management and lies with the risk Department which makes a lot more sense having it there
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and then asbestos all those kind of things and playground safety a lot of those are the risk management right now and they make more sense of either so with that that's exactly why Joe is going to give us an asbestos update if you have any further questions on radon okay the mind of its own okay quick background asbestos is a naturally occurring mineral fiber occurs in rock and soil it's been used for many years for fire proofing insulation building material it's also a long-term health hazard also a respiratory hazard at Portland Public Schools we have twenty four hundred and twelve recorded applications of asbestos use we call it ACM asbestos containing material or asbestos containing building material that's in a database that has been populated since 1988 and in the last few years been upgraded to a more robust database system we have six local asbestos abatement firms on contract now so as we put these jobs out to bid those qualified vendors will be the ones that have to walk the site and provide a quote with each abatement for the regulations there is a proof of clearance of the clearance of the air by an independent third party we just want you know we will also communicate the word out to the principals to the public but we don't react you PI until we get a clearance test you know and we don't rely on the clearance test being done by the one who did the work thank you very much so in these first two just looked like bullets twenty four hundred to six firms it took a lot of work to get six firms all the way through the process and on board and to identify which is actually part of the bond measure it's a twenty four hundred items right there so our immediate immediate which is hopefully by the end of summer 2017 small abatement projects usually these are the removal of pipe em pipe insulation a couple examples Wilson auditorium prop room bucket in basement also pre 2017 bond small-scale abatement projects were done as needed as budgets allowed and then of course the small projects don't occupy the school and so some are small enough they can be done on a weekend and still get the clearance of the air and the negative pressure set up for the room and all that and then pre 2017 bond abatement was also done whenever called for in a repair or a construction project okay currently and currently has fall 17 through the beginning of the 2018 summer specialist containing material tile flooring replacement at Stevenson sitting and Beaumont cafeteria the sitting project is actually underway with crews on site right now Stevenson is underway in a different fashion the the floor the subfloor is actually the project manager reports that it has a curve to it it's sagging and so there there's engineering going on to brace it from below and make it a proper and true floor so that the asbestos tile can be replaced and the next tile won't be won't be compromised by that Beaumont cafeteria is currently being scoped for bid and should be a Christmas break project all the modernization projects when existing structure is being upgraded all asbestos abatement is being done on those and then once again whenever integral to a minor construction or repair specimens asbestos abatement is happening these projects already came through the facilities asset management bedding the fam department either through prioritization to the work order which turned it into a project which turned it in to equity lens this is some of that work those already set up we can do this work there's some things that could be done over summer there's a thing to extend a little bit further could be swing shift could be weekend shift and then as we start to drift out into intermediate in the long term there's more involvement there's more stakeholder so it's got the principal's back and let's talk to them we have to go to our Civic you know use of building spokes and say what was scheduled at those ones we either need to cancel that we're going to go over here so we don't have to cancel that major event and then we'll come back after that so that's where the more thought-out process is on
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how we go forward with intermediate in the future future asbestos abatement defined as most likely summer of 2018 we will be looking forward to abatement projects of significant square footage and these are going to be large flooring matters significant square footage during twenty thousand thirty thousand or more square footage of ceiling tile that is asbestos containing flooring tile and also spray-on fireproofing Jackson Middle School for example the drop ceiling above the auditorium is all spray-on fireproofing of a specialist containing material so it's stable but it's the most it's the least desirable application of asbestos containing material it is easily damaged and it's as friable breakable by hand power so those are the the bidding and the planning is very large-scale when you have to enclose an entire large area like that so those will be in the works now but for the planning and bidding as an example to your Harrison Park Jason Lee Jackson that I mentioned in holiday annex so future project in each one of these areas a specialist of water some of that starts to go they might be individual bid projects based on the market and availability of folks that do just this they also role to osm in terms of economies of scale where now we have architect engineer we have a bid package we're going out to that school to do some of that fire sprinkler some of that fire alarm this radon that asbestos and and you know we're putting more things together into the packages so that's more that laid out plan that's going on this ball and that's how we roll for the future you know your 2.5 of the bond out to your 8 any questions of Joe honest pesos otherwise we'll have Steve come up and talk about water Ness thank you thank you I know some of this stuff is dry but it's important pictures the big fancy buildings I know that it's important Steve F Rose is a senior project manager and facilities asset management you're also looking at our senior project manager is going to be overseeing the Kellogg project and the teardown and the brand-new but he's wearing a water hat and a lead hat and a couple of different hats for us right now so Steve's just going to give you an overview we're not going to read the whole the whole slide view but we're going to give you an overview of a little where we're good where what we've done so far and why that why that rules on the plan that we're setting up right now thank you so beginning with the water quality projects over the last year we've been working with ch2m our consultant testing and evaluating over 10,000 fixtures we've gone through a process of determining the level of service that is how many potable water fixtures does each school need to operate we've reduced that total number down to a little over 1,200 fixtures that we're addressing directly we've coming up coming up with a plan to basically implement the replacement of those fixtures and if necessary doing partial pipe replacements so in the past few months we've been developing an RFP process we've had a number of contractors that have responded and we selected four contractors that have been pre-qualified to do this work and now we're doing essentially a summer rollout summer slash ball roll out where we're bidding out what is called phase a fixture replacement and we've decided to select you can actually move in the next oh no we're back yeah I'm fine we've decided to select a cross-section of schools that also have no summer program so that we can get into these immediately so this you know we're going to go through the entire district all the faucets so from an equity standpoint we're going to each one of our clusters we're taking two schools either you know of the ones that we either have you know most pictures under survey we're going to everything so everyone's going to we're going to get there this is the rollout summits based on the criteria to Steve just mentioned well for contractors the issues is can they are perform are they overwhelmed and and we're not going to lend you anymore until we see how they handle this and we of course have to coordinate back to the sites again with water down on the site water back up again so this is our rollout plan thus far yes so I have a question about that in terms of capacity when last we spoke about this as a full board
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the bids had come in but we were in the process of evaluating how much work would go to each of the contractors based on our confidence in their ability to get it done in a timely fashion so so what can you say more deeply about that and how much work we're getting done and how constrained we might be by the marketplace so we actually a meeting today with day CPM who's our construction manager is going to help oversee this process because of a lot of you think Steve's doing for us and so we went to the criteria of how do you know it's construction experts how to measure what the industry says that they should be able to do and how many they can do you know and what their progress should be one of the first things is evaluating getting a schedule from them how are you going to get to these schools what do you think your timeframe is I'm when you're going to start and when you're going to finish and then we're going to stop in they have a separate person pride manager who is going to pop in on site get the m2 fingerprinting those kind of things or not if it's off hours and then we have to come up with what we believe their schedule is accurate or not accurate and how fast they're going to move through the sights we did want eight contractors we got four we want one for each clusters we move faster we have four we're letting them out slowly if some of these really respond will give them more than four schools we'll move them into another cluster our goal is to try to get this done by next spring and get through this so you can see what's kind of coming up we do our next round of water testing again see who completely clears and water back on and communicate that and or we decide that it's still an issue where we close down or debris move fountains and get into the pipes but so we we're asking in what they believe they can do right now a mead answer your question we need to see them working and watch them to see if they're coming in and we're close to what they say they can accomplish so that's our next thing what can they really do tonight's good I'm Trustin about the selection of these sites so I I thought I understood from what you had told us before that a lot of the decision about which schools to start with was being driven by an agreement a pre-existing agreement with the city you're closed we're going to get there that's to do with fire alarm ah okay so so can you say a little bit more about how these schools were chosen so this was simply these are the schools that are available in terms of not having programs operating them over the summer so it in some ways this was both a cross-section geographically we wanted to look at every cluster in the district but also we wanted to be able to move quickly so we didn't impact summer programs that are occurring throughout schools in the district so these are the ones that's essentially the low-hanging fruit of that cross-section you know and I'll just I'll say it again a Mabon is strange because you have a may bond and you're trying to do something over summer while everybody's gone so September they don't come back and say I can't believe you can do anything over the summer and that's exactly it so we're rolling out where we can roll out over this summer the greater input and greater listening session and intermediate and the long term or you know if it's a november bond you've already have plans you already have ideas you've already communicated it you're rolling out and literally from a May 17 until June 17 or so you're trying to put something together to get out there and get something done okay thank you eeee the dairy has gone over most of this in terms of what happens the fixtures past then they go into service they don't then they have a secondary process where we would determine if the fixture is necessary in terms of the level of service and then we would proceed into designing a partial pipe replacement and then it gets tested again so an example if there's if there's a there's 300 pictures on a site they all test well except two we don't see any operational reasonable we can't depend on geographical where they're at disconnect those and cap them off and get that school back up and running you know if there's one where there's 300 fixtures and 200 aren't testing well it's got to come from the pipe then it must not be the fixture replacement is the only issue they stay on bottled water we roll to the next phase which is analyzing some of the pipes underground deciding how we either have to replace an abandon the pipe or dig it up and put a new one in back out to the street so that's what this process right here is this is a battery to participate to my battery Thanks I think we basically gone over this swoop sorry it's just okay can you
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hit the next one yeah all right thanks three good any questions about about water so it's the same thing we have our immediate right now we have our intermediate which is this is still we're trying to get the ninety sites so the immediate intermediate kind of rolls from right now all the way in the next spring it's a little bit different on me and then we switch right into the future would be after testing them and then if any come up bad what our next step is on that if it's minor take them off if not they will do a future itself tragic if you have any more questions we're going to let pain so as part of the lead paint project last years you're probably aware PBS environmental and engineering conducted a comprehensive survey of all painted building surfaces in the district they identified close to 1 million square feet of deteriorated paint so what's happening now on the exterior PBS began identifying four sites throughout the district with the highest amount of deteriorated paint on the exterior these are typically wood sided building so they have the greatest risk of deterioration those sites are aster Atkinson Hayhurst and Woodstock so this work was contracted in the spring and it's currently underway and will be completed in a few weeks so those are pretty substantial projects I think close to half a million dollars worth of work sealant just just over and you know with the rainiest season on record in the last two years these wood these wood buildings went even faster than they showed up in terms of the end yet that ago today in terms of the interior we've hired five new internal painters that are currently doing interior lead paint containment work and we've identified 20 sites with the most deteriorated interior paint to begin work this summer the summer work has been prioritized based on the absence of summer programs as well as providing the greatest equity and geographic representation so that's essentially the list that you see in the order is based on some of that input in terms of equity and representation just a question about the summer programs issue so I'm assuming next year in advance will the instructions to schools that didn't have it address this year to have their summer programs in other schools or not to have some program so they absolutely you can do cycle that nd exactly any questions about lead paint we met up we have our we have our fire alarm expert coming up now well this is Steve F Rosie's our senior manager he's also our fire alarm person so I've actually been working closely with the fire alarm staff here at PBS and this the fire alarm approach starts with a 2016 agreement between PBS and Portland Fire & Rescue that agreement includes groups and phases of work based on addressing the oldest fire alarm systems first so in terms of what's happening now this district fire alarm staff have completed fire alarm control panel replacements of all of the first group of schools with subsequent group and phasing underway and a critical next step that we're undertaking is that we've met with initially the fire marshal and we're going to have a follow-up meeting to discuss the most effective way to coordinate the current PBS fire alarm staff work with future bond funded contracted work so that can be completed as efficiently as possible as part of those I'm sorry questions about fire alarm I mean we've been rolling out we've been doing it we are doing it prior to the bond we're just going to keep on doing it it could get done a lot faster coming in instead of our crews in the 18 and forward where it becomes part of our osm we're going out there and doing everything but we've been doing it and making progress well before the bond ever passed sorry finally as part of the fire sprinkler system scope the prioritization of that is they're actually quite similar to the roof replacement prioritization we look at prioritizing based on a set of criteria and those in this case include the existing sprinkler coverage percentage with its associated risk of fire and smoke spreading the type of construction of the building with its associated risk again a fire and smoke spreading obviously we're focused primarily on wood wood frame structures we look at the type of occupants so particularly younger children have more limited ability to safely exit the building in the event of a fire and then finally we look at exiting overall and particularly when there are multiple stories and that also obviously limits everyone's ability to safely exit so we've probably actually used that system to rank and prioritize the work the part of this I think like a lot of the other
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components is figuring out how to package that work either individually or as part of larger sort of projects right but we don't want to do is take 8 categories environmental health and safety and take the site offline eight different times and disrupt through education out there we're also not going to get any economies of scale so a lot of this will roll into our big picture package of how we go around and how we work on the buildings this is more of our any questions off fire sprinklers it's uh it's you know when you look at dr. John's analysis you go with probability and fire alarm and fire sprinkler affecting you know the classroom and the occupants of the building are a higher probability and then you have asbestos when loose and radon undetected taken care of you're getting into probabilities and you know where it really is it's a lot of this is coming down to this is a priority-one and this is a 1 a and this is a 1 B and this is a 1 C they're all priority one but this is how we're approaching this what can we do now what makes sense cost-wise to be part of a bigger picture our minds already on 158 million and how it needs to stretch right and not going out and doing a series of one-offs as well so anything for speed so it's just just too close back to kind of what we opened with is now you're looking at how do you take what you're doing and in relatively briefly but thoroughly enough explain that to the public and parents and so that's it so with with tonight and feedback that we have I will sit down and in the morning with Shiva and talk about how we talk about the accomplishments of this summer what's coming this fall what I do want I just want to run through this because it answers one of your questions you know I just did a summary of what we've done in just a couple months since the bond was passed and we've done some prior ization we have more to go we're in the intermediate and mediate right now scoping dan and his team are on the long range what some of this looks like as our other project managers come available by September October off of the summer work they're doing right now so from the stakeholder advisory group I talked earlier about some focus group on some of these things so one of the things I'd like to do for August I thought about this this start with an invite we're going to do this with our master plan community groups say who would like to become a day design advisory group member for our new projects first and then backfill with some many people I'd like to get out to the BCA gabon stakeholder advisory group next month with an open invite if the board wishes and see how many want to be part of our H and s they were part of the workup for the bond so they already get a lot of this how many want to be part of that H and s review of our methodology long term where we're going why we're going back fill that with some other experts from in community input but I wanted to first put that in put out there to the stake laureate like 31 people if 20 say they'd like to continue on and they'd like to be part of this I'm working on a charter what we're asking them to do and one or two quick meetings and then maybe a yearly follow up to take a look at and advise on the next because these things are going to be deteriorating they're not going to get any better in people's positions and where they're at might change in some of these items so that was my first thought on the roll out any comments on starting with with that group I don't have a comment about I said that the stakeholder group but just in the sort of the format of the communication so I think this is a really useful tool that walks through sort of the risks and the approach and overall what's happening what I think sort of a complimentary piece of communication is for most parents it's not going to matter what's happening at the 80 other schools it's going to be their individual students school so thinking about this is sort of for general audience which is really important the taxpayers community members and then something very specific that in my school you know what's the status of the lead in the paint let in the water because at the end of the day that's probably going to be the most relevant actor and obviously translated as well so it's accessible to the broader community yeah you had something like that Gerry for the bond where it was really easy it was a math venue and it was coated and you can see right away who got a lab who got a room and I think that's right the only thing I'd like to change what that is that was the plan and it got known as a promise so if we did go your broker promise and it was a plan you got have does a huge difference doing a plan and a promise I mean everyone's health message that with this bond or it's going to be a long bone thank you yeah no but it helped people nobody identified immediately with it anytime I got a phone calls a new person they talked about that man they knew exactly about that map that map map worked it's
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just how we message that map but the map worth yeah you're right anything else I know it's not exciting stuff but it's important stuff now now it is exciting on Alderaan petitioners are the new playgrounds and everything all right thank you really great and then we're also announced dark committees and the health safety and accessibility committee I think is the committee that your future quarterly reports will go to and we'll ask you to work with that compact committee and we're designing it so that we're being able to highlight something that was really important to the broader community in the bond yeah thank you so the two items that were not covered tonight fencing and security I need to get the other with some principle I don't want to turn into a by schools of one-off I could use a camera here and there where it's not very efficient that was our one that was really the least to say at our research and everything was the least it's going to take some more time this fall when everybody gets back to put that package together ad a I didn't talk about because it's on its own path to come back to you as you just said through a community input transition plan first read back to you in November any input from you come back in December for a final that's going to be its own update to you guys over time thank you for the whole team a lot of hard work so earlier this evening the board participated in a training session on public meeting requirements and tonight we're going to have a complimentary session here our board meeting on public records and those public meeting requirements and public record law guide and service parameters for our board operations I'd like to ask Anna Richter Taylor inner chief of communications and Jim Harris general counsel to provide an update on the topics hi hear me ok so we have been looking at the public records issue for the last six months pretty intensely just to run I guess five purpose here today is to run through some of the work that we've been doing and then get some direction from you as to which committee we can ultimately work with to finalize some recommendations to you as a board on revisions to the policy so I can just start quickly with the history the last policy was updated in 2002 so it's quite old very dated the public records responsibility is historically I'm sorry do I click this instead all right okay sorry the public records responsibility was in the legal council historically and if you look at and I have a slide here that didn't make it in the PowerPoint but if you look at the volume of requests it's grown let's see in 2014 to 15 it was a total of 43 requests in one calendar year it's grown to 221 during the 200 2015-16 year and so far right 306 so and more than half of those are from the media so as we were looking at ways to improve the internal process and where public records should be housed given that the vast majority is from the media we our recommendation was to bring the public records functions into the communications office obviously in coordination with legal counsel for appropriate review and I think that you know looking as well over the the growth of the volume as well as the internal operations and practices it has lacked clarity I think internally as an organization as well as externally just to those seeking records so that's one of the things that we definitely want to focus on is establishing some clarity and consistency going forward anything bad as we look at the NEET assessment one is to restore PPS as images transparent accessible and accountable I think that that's very important that I think the public records process and accessibility to this records for the general public as well as the media is an important part of that we need to update the board policy to reflect the district commitment to these goals of transparency and accessibility of information like I said the policies very dated does not reflect that adequately and to that end we need to update the administrative directive to implement the policy and provide clarity on process fees and restrictions under FERPA as well as formalize the internal process for collection and response to public record requests that's something that also lacks clarity is that we can receive a request and then it's a matter
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of understanding not only where the records are possessed and then how responsibility is to retrieve them so that we can have the appropriate review and be responsive so that's something that along with the policy as well as a be internal operational direction will be improved we have hired a public records officer which is the first step in this which is been fantastic and the public records responsibilities now in the communications office we have established some informal protocols for collection response to requests but it's it's informal at this point we need to formalize it and a lot of that like I said comes from the policy in the ad we have our response time has improved it's not where we want it to be and again some of that is around the clarity internally of the responsibility of the various departments to retreat to access the records that we're seeking in a timely way and everybody's working very hard and very busy but it's just a matter of establishing that clarity of roles and responsibilities and the other departments too and some of that ties in to Senate bill 481 which provides new timelines around that and expectations for acknowledgement of receipt of a request which again Ryan the rindy and the new public records officers fantastic and doing that so there's new timelines associated as well with along with the new law says as acknowledging receipt of request includes acknowledging whether you possess the records that are being requested and so that's an internal function that we're going to have to get right because we only have five days to do that and then ten days subsequent to that to respond to fulfill the request with various caveats and did that law go into effect upon passage January 1 2018 so we have a little time but still we'd like to get I mean we are already operating toward that it's not going to be a huge jump for us which is good but and that's just a you know it will be helpful in providing internal guidance expectations at staff but we would like to even explore other ways to be more responsive and more transparent in general with the records that come in and at the door right now we also have an internal public records workgroup that has been this meeting and going through the current policies ad and as well as looking at the kinds of requests we're getting and really looking internally at where we're struggling with meeting those requests in a timely way so that we can again come to you with a recommendation and address it internally so our proposed next steps is be great to have guidance from the board on the district's mission and statement relating to public records to guys this next to the guide to work around the policy development and the AV these only things that we have in the content and I think that I come from a communications background which my are the Communications Office is is probably on the side of list released at all but I know that there's also legal liabilities that we have to be respectful of and so some direction around where it is to conflicts would be great from the board as well as establishing an internal decision making team when there does need to make the colonies we made and including the superintendent and that and racing it to that level so the workgroup we will finalize our assessment report and which there's been a lot of research done about what other public agencies are doing and how they're addressing public records who's doing it well and give recommendations about where we think we can you know if it's being done well elsewhere we don't need to recreate something they also and then we'd like to be able to present draft policy changes to reflect your position and discussion for feedback ultimately we'd like to finalize this policy and ad and internal operation operational protocols for implementation in August if we can get there but again our end goal is clarity of policy process and accessibility for all PPS employees families media and others in the community policies and practices that advance commitment to transparency consistency and clarity and the application of state and federal laws relating to student and employee privacy and ultimately fewer legal challenges a faster response rate and restore trust and PPS process I could jump in and what items I would mention and I have done with records requests ever introduced friend requests fear obviously recover a number of people with legal backgrounds so the requests read more like discovery requests and litigation than they do as public records requests
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that most entities receive so in that regard they're much more detailed and much more intensive particularly when it comes to email and electronic communications so that's something to consider they comments or questions from the board spend a lot of work really appreciate it and getting think if you can come up with the policy and administrative director that accomplishes that goal that will be a very good thing for the board in the district and the community so what I like to ask is if you have like an August you'll have some sort of draft ready to bring it to the board will have maybe an initial discussion is it some direction likely we'll send it to the finance at an Operations Committee for deburr committee work and go from there before you leave okay since it's got to come to my committee let me ask a question why I had to sit in here can you be a can you elaborate a little bit more about what kind of direction you want from the board well I think that I think that a mission statement around I think direction in terms of this is if you believe that everything is public except for certain circumstances that are covered under purpose or I mean I think a lot of it is does rubber there are conditional exceptions and exemptions where we don't have to disclose something that we can so is the fourth philosophy going to be just because we can withhold it and protect it we should or no just because we can does not mean we should I mean that is really kind of where most of the rum is and where the conflict is okay so we have license to philosophize excellent no does that answer your question yes thanks thank you very much look forward to sing that draft I next I'd like to ask director Bailey to provide an update on superintendent recruitment process so right away as a semi new board I guess we're facing a really major decision in terms of finding a new superintendent for us and we appreciate you so stepping in into the breech in the meantime that many people are aware that we tweaked the job description from the previous search and changed the search process somewhat and so far so good it's been really exciting we've had a good group that we did initial talent panel interviews with we had a spirited discussion too we know that group down to the second round that we're in the middle of right now one of the things that we asked candidates to do in this round was to talk about how their experience bring data from their current district around three of our key benchmarks graduation rate through great literacy and disparities in discipline and to talk about how they've dealt with those and what kind of progress and they've made so do they have a history of making progress on those three patch marks and what will cut types of strategies have they used and that was led to do a lot of robust discussion going forward so we're I'll just say speaking for myself right now I'm very excited we have some really great candidates we're in a it's a great place to be to be choosing making win-win choices so far so good except for it was really hot in this building on Sunday but that's a small price to pay it was really early for three of us anyway yeah we're finding out who's morning people and thank you so the next agenda item is kind of this different Elvis told first couple meetings we're focusing a lot on how we do our work and changing the processes about how we do our work and what our work is and one of the items tonight is talking about sort
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of alt policy development so one of the key roles of the school board is to develop policy and it's the board's role really to set the general direction and policy and then the day-to-day management of the operational work is for the superintendent and staff but in order to be able to do our the board to do with policy development work we need to have it be accessible to two board members to school community to staff and right now the policy manuals not really in a very usable form it's online it's about 20 different individual documents it's not searchable so we've asked the superintendent staff to be the policy manual in a form in which it's all one document it's searchable so that when community members when parents when principals have a question about district policy they're able to be able to actually look at and go online and find out what the applicable policy is so they can if we're going to expect people to follow policy they need to be able to find it so that'll be that one of the first things we do is just get it in this searchable format that will include administrative directives as well yes so because I one of the things about administrative directors in the past is that it's as an outsider it seemed like they changed without notice and I'd like to ensure that and I don't know if that happened or not it just seemed that way but it would be good to make that process more transparent going forward as well and I think probably why it seemed like it just happened is administrative directives are really the sort of administrative rules for implementing policy and so it doesn't most of them don't go through that same level or sort of rigorous board discussion but well-well noted that when they change they should come to they're there they are crucial in terms of how things actually happen and that's why it's important to make that as transparent as possible so in as we look at the board policies that we're going to be working on one of the first ones we're going to be working on is really what the policy related the board's role and our responsibilities it hasn't been refreshed to reviewed and more than a decade kind of like the public records request so the 2016-2017 board requested that a expert in sort of institutional board governance go through those policies and recommend some changes and refreshes and we have that now so and now that the board the new board has been constituted we need to go through those and decide whether we want to accept those changes and formally adopt them or make revisions so that'll be the very first policy we'll just get going in addition to our public records policy in addition another note about just the board's operations this school years the board committees were released this morning they're going to be posted on the website tomorrow along with jurisdictions and for chairs can and committees can start organizing their work and I thought it worthwhile to talk just for a few minutes about how the committees are going to work both for board members but also for staff so that because it'll be--it'll feel differently I think then work that's happened before in the past resolutions may have come to the board they get discussed at the board meeting and then voted on we're going to have a process by which our committees do some deeper work on things that come before the board so that we're more intentional about our work but really the committees are going to be the places where planning preparation and foundation foundation of policy work of the board happen and the work that will happen in the committee's but then it will come to the full board for discussion so every board member will have an opportunity to participate in the discussion and adoption of a policy roughly here's how the committee processes into work so issues come to the board for consideration action will be referred to a committee committee jurisdictions will be find and superintendent will definitely we've already had a discussion about designating a staff member or members who are on point to work with each of the committee's depending on the committee's jurisdiction so there'll be somebody who has their responsibility
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responsibility for a particular issue teaching and learning is probably we know yes you know it would be assigned to your committee the committee's will be asked to build over the next two months to build work plans with using a common template for both work that the committee initiates so some of the work will be work that the committee decided that they want to work on it's going to be in their work plan and then some of the works that will be referred to it from the full board the expectation will be that committees will have annual work plans calendars that are built by committee members in collaboration and informed by the designated staff the work plan should have an annual calendar will set meeting dates and times so really that the community can expect to know in advance when say for example a particular audit may be coming up or something and teaching-learning around middle schools so that there's a calendar that's visible and people we have regularly scheduled meetings ideally the times are going to be accessible to community members so they can attend the meetings will be noticed and committing me in two minutes will be available one thing I want to stress is that committees deliberate and make recommendations so they're not making decisions on behalf of the board they're making a recommendation to the full board so say something comes out of the teaching-learning committee it's a recommendation to the full board for consideration and we expect that there's going to be cases in which a particular issue so we have a lot of complex issues that we're going to be working through this year that sometimes that's going to require really close coordination between two committees I'm going to use the sort of new middle schools as an example on teaching and learning committee will have a the middle school programming and what's happening in those middle schools but the enrollment and forecasting committee will be looking at the boundaries and how how we're going to fill those middle schools and so it'll be really important that the committee chairs and the committees take their work plans and there be discussions across committees so that we've got sort of integrated in align to work and again staff will be critical to this work let's see the value of committee work will allow us to distribute our work and gain a level of depth and expertise that's greater than possible when a full board tries to dig into each issue and if a board member has a substantive issue for consideration for the board we'll go through the committee process which allows for greater transparency to the community so people can raise issues we'll have a other business section of our board meetings if people want to raise an issue that's they can at the board meeting it's not going to be decided so just so can be decided during the other business section if somebody bring something but it will likely be referred to a committee and frankly either's I think when we look at what the work plans and we set priorities that it that's going to be a tool for us to decide things that are lesser priorities that maybe we're going to set aside for next year but really it allow us to prioritize our work but we will there will be an opportunity for board members if they have something they want to bring to the board that and have a community consider that there'll be a mechanism for that so that's how our committees are going to structure to work and we you know just thank in advance the superintendent the staff for the partnership because the board can't do its work without expertise and support from the staff and likewise we we think it will inform our inform our work so I think people should buckle up we got a lot of work to do this year and on thank you everybody for in advance for agreeing to the aggressive agenda so that's all we have on our committee reports now we're also going to have every board in meeting an opportunity for if there's a particular milestones or things that committee committees want to flag for the rest of the board there'll be an opportunity for committee reports and since we haven't we're just now getting our communities of and running we don't yet have any committee reports but we also want this be an opportunity for individual board members have attended conferences or participated in things that it would be good for the rest of the board to have the benefit of their sort of wisdom or
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expertise or knowledge that they gain from attending a conference and superintendent Awadh applies to you too if you'd like to share something with the board feel free to let us know if you want to do that tonight we have recently director Moore and Anthony attended the Oregon School Boards Association summer conference where they got I think updates on a number of new initiatives so although director Anthony's on the phone I think director Moore is going to provide the report so I'm going to any interest of time I'm probably going to read most of this so bear with me Paul Anthony and I attended the Oregon School Board Association summer conference from July 14 through 16 and a personal note this was my first contact with OSB a and I have to say I was pleasantly surprised the quality of the presentations was really high and it was as a new board member I found the information really really useful and the networking with board members from other districts was was really fantastic and I'm sharing lots of insights about best practices and you know common issues so I would encourage my colleagues to attend the fall conference I was really impressed and I was especially intrigued to learn that OS ba offers a library of sample policies and that they update on a regular basis contingent on legislative action that changes statute or you know any regulatory changes so that as we review our own policies we might want to consider looking at what OS ba has available okay um so there were lots of sessions and Paul and I tried to divide up attending the different sessions to kind of maximize our the input we got and there are a lot of things that I think were useful and we're going to be providing materials from the sessions that we attended in the interest of time I'm just going to focus on some of the things that I think have broader interest among staffs in the community there was a lot of really good information that was you know kind of hot off the presses we were just a couple of weeks after the end of the legislative session so we got some some long-awaited clarification about a number of things so I'm going to I'm going to focus the time on on those pieces and I should also say I did note Paul had had better choices in his sessions so what I'm about to say is coming from from Paul but since he's on the phone I'm going to be I'm going to be delivering it but if there any questions they should be directed to Paul okay so OSBI staff provided an overview of the legislative session and as we all know there was no significant action on the revenue side but there was some movement on cost containment most of the changes don't apply school districts and of the ones that do most do not apply to PPS since they're related to ped and OS those are the benefits organizations however Senate bill 1067 modify the law regarding per side accounts and contingency reserve funds requiring greater public transparency and limiting reserve funds to 50 million dollars I should probably add this is going to get pretty weedy this is kind of detail given the recent changes in the board we'd like to ask the finance staff to review SB 1067 to ensure that we're in compliance and to give the board an update on our pers reserve bonds staff from OD e presented on Oregon's implementation of the every student succeeds Act also known as SFA this has significant implications for PPS in the presentation reflected very recent changes first both the old school rating systems system and the s back on which was based are being scrapped by Oregon the intent is that the new rating system will focus on equity will support
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a more well-rounded education will encourage cross-agency alignment will go to greater lengths to involve parents families and communities in our schools and the education of our children will give greater funding flexibility and will give a greater comprehensive needs assessment the new rating system uses labels quote comprehensive support and the initial theorist ESI replacing the old priority schools and targeted support replacing the old focus schools label under NCLB Oregon had approximately 90 priority in focus schools the OD e anticipates there will be approximately 900 schools in Oregon that will be labeled as CSI or TSI these new labels the US Department Department of Education has suggested that comprehensive support schools should receive an additional subsidy of $500,000 a year for improvements and that targeted support schools receive an additional subsidy of $50,000 a year for improvements at this time the OD e does not believe we will be able to provide even 1/10 of that amount the new ratings behind these labels will be based on achievement and progress in the following categories one growth and achievement in English language acquisition two growth and achievement mass three chronic absenteeism for English Learner proficiency five freshmen on track to graduate as both a four-year two five-year cohort and six the four-year and five-year completion rates OD e currently has a request for information out on a replacement test for s back this summer they are designing and drafting a report on how to track and report test results in how to revise the regulations on educator evaluations they did say specifically that state student assessments will not be required in professional evaluations this fall they'll be collecting input on a draft report on how to identify si si and TSI schools and putting out an RFP for the replacement for the aspec test this winter they'll be preparing the district report card for 2018-19 in the spring of 2018 they will implement that report card and sign a contract for the new state tests and in the summer of 2018 they'll be identifying the target schools finally the OD e estimates actually implementing all these changes requires about a seventy million dollar commitment they currently have less than ten million dollars allocated to address the issues on measure 98 the presentation on the implementation talked about modifications to measure 98 coming out of house build 2246 measure 98 created a grant program to fund Career and Technical Education programs access to college level and college prep courses and dropout prevention strategies districts will be required to provide four year plans each biennium except for the first one when we will have to submit a three year plan due to its size and unlike many districts in Oregon PBS will have to we'll have to dedicate measure 98 funds to all three areas specified if the district dollar amount changes in the biennium then the district can keep the designated amount PPS can also spend measure 98 funds biennium to be two biennium in other words we don't have to spend on a year-to-year basis we can do some sort of medium range planning districts can spend up to fifteen percent of their measure 98 allocation on eighth-grade activities that align with the measure 98 goals and finally this is a big clarification PPS can spend measure 98 funds on new programs or to expand existing programs that was one of the biggest questions the legislature allocated a hundred and seventy million dollars to implement measure 98 for the biennium which comes to approximately $400 per students I'm trying to come here to do a few the five of those funds or okay for year one
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I have answer tonight for year one districts submit a request for funds and sign a grant agreements initial requests for funds were due to OD e by June 30th Oh de is currently verifying data and after verification grant agreements will go out to the districts the goal timeline is that they'll be out mid to late August once the grant agreement is signed PPS can stop spending on okay how still 2246 does mean that OD e will have to do some rules modifications but there's no timeline for the changes but OS ba doesn't expect any major programmatic changes to happen as a result okay that's kind of detailed but this was I was a meeting yesterday where people were kind of shrugging their shoulders about 98 what are we doing so there's some we got some good information from the conference dmem can we apply give me information on from OSD a on the educator effectiveness bill in the implementation of that I have I do not call you I'm sorry I can't I couldn't hear the question do we have any information on what the educator effectiveness bill I'm shocked reaction is terrible could you say that again please both thank you I appreciate that very much Jim no they did not mention that at all I did not hear anything on I think your anything that natural question is to be apply for fine I believe we did meet the deadline and and I will verify that just to make sure I understand we did helpline at equal Evan the conversation Academy Director Bailey so a couple of things on measure 98 monies is there an expectation that this is going to kind of go out prorated for districts or what if some districts apply and others don't will there be more available for the applicants will some districts maybe be turned down that their application was good enough and if we cut a program because of budget cuts can we use 98 to restore that because it's it it seemed like in the actual bill it said no but we're here we are so director Bailey I think those are all great questions and looking at the our knowing that we have still a work session afterwards but up the great questions and I think sprint under watt if you could not that we can provide you a report Tenace of these questions thank you three so we're through a final agenda and there's one other thing that I want to add in the future or we could just have it be impromptu but our student rep Moses I do you want to be able to provide a report or do you want the opportunity depending on the board meeting whether something's happen to have an opportunity to share sort of what's happening in our schools or do want to wait to school starts or it can be like I like you to take pieces I can just request time to talk during the committee portion about what we're doing in super-fat in the doing using things like that great okay so we'll count on you to let us know we look forward to that especially when school starts is there any other business for the board I just wanted to thank you for working through the process of the committee assignments you know I wanted to be chair and on all the committee's that didn't happen and I appreciate the challenge it took to you know we've got seven people a people here care deeply about all these issues and trying to balance that out as a real challenge and I appreciate you know flexibility going forward after six months we can kind of tweak it if we need to but I just want to appreciate the work you put into that thanks and I think this goes for not just the committee's but everything we're doing that we're going to have to see how how things go we'll want feedback from staff like what's working what's not because we're going to try and do a lot of different things to make our meetings more accessible informative and really be able to work through a big agenda but sometimes we might do something that
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doesn't quite work so people should speak up and so that goes for the committee's as well so everybody is free to provide suggestions on how we can be even better as a governing board thank you Kenley had one update short so at the people may recall that at our last meeting we had two representatives from the african-american community who wanted to who wanted to talk to PBS in the board about the the upcoming opening of Harriet Tubman middle school and in particular talked about the possibility of having a right of return so access for students who may have been pushed out of the neighborhoods there the historical neighborhoods where they have or the neighborhoods where they have historical ties because of gentrification and and also talk about the potential for facilities enhancements at Jefferson and last Friday director style Esparza Brown and I met with them and we had a I think a really productive discussion and these are complicated questions so we're going to we're going to continue to be talking and we're going to be bringing in staff to to talk about how we might be able to to accommodate these concerns and will be will be continuing the discussions and I think as time goes on we'll be providing periodic updates interesting happen anything Thanks no just that I think that this will be ongoing work for a while so we've established some regular meeting so expect updates as we continue and partner with various staff in getting the information that we need no thank you Thank You Brune the meeting is adjourned and the board will now commune into their work session the work session is here

Event 2: Board of Education - Training Session - July 25, 2017

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these ladies are super advertising they can get out of it [Music] also software in equality is through why this food for it values bay p ckers or th nk and y u have to do it where they came from work h 15 an m or no the route of works of 08 plays is a problem of the family of the person report for beatriz to [Music] wars that is now it is better [Applause] or not
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2 but up to date the penalties between such who also defended the final linear pitching trade of Aguas caused shots in a service card [Music ] Power to the people 2 and why here I am going to steam of the baptized Europe because of those the wind ah [ __ ] we will talk to him and above all he explains way to efe to everyone ah but it hurts me and d now uy life for him and why
00h 25m 00s
sexually and europe in football and workshops present everything to be determined webber emery poor 2 ah ah and why then or not [Music] d 1 and indeed we are and in part but since you are going to see me and more [Music] or [Music] efe is human speak again present is not why that is 2 [Music] d d but I knew about him carlos cardoso projection the one from station precisely with from the community conservation word [Music] for me
00h 30m 00s
and which ones not if it's because it's good [Music] and not ah you can see the sun 20

Sources

PPS Board of Education, Archive 2017-2018, https://www.pps.net/Page/12568 (accessed: 2022-03-24T00:57:51.006202Z)
PPS Communications, "Board of Education" (YouTube playlist), https://www.youtube.com/playlist?list=PL8CC942A46270A16E (accessed: 2023-10-10T04:10:04.879786Z)

2017-07-25 PPS School Board Regular Meeting, Work/Training Session

Documents / Media

Notices/Agendas

Materials

Minutes

Transcripts

Event 1: Board of Education-Regular Meeting-July 25, 2017

Event 2: Board of Education - Training Session - July 25, 2017

Sources