HILLSBORO SCHOOL DISTRICT BOARD OF DIRECTORS

HILLSBORO SCHOOL DISTRICT BOARD OF DIRECTORS—MINUTES
December 14, 2010
District Administration Center, 3083 NE 49th Place, Hillsboro, Oregon
Board Present:
Carolyn Ortman, Chair
John Peterson, Vice Chair
Adriana Cañas
Rebecca Lantz
Patti McLeod
Hugh O’Donnell
Janeen Sollman
Administrators and Staff Present:
Mike Scott, Superintendent
Gustavo Balderas, Assistant Superintendent
Lu Biado, Assistant Superintendent
Bill Rhoades, Assistant Superintendent
Adam Stewart, Chief Financial Officer
Beth Graser, Director, Communications
Laurie Boyd, Superintendent Secretary
Marva Wiebe, Board Secretary
Others Present:
Larry Brisbee, attorney
Wendy Owen, The Oregonian
1. Executive Session – ORS 192.660(2)(f)—Exempt Public Records. Board Chair Carolyn Ortman
called the executive session to order at 5:06 p.m. under ORS 192.660(2)(f)—exempt public records.
Representatives of the news media were specifically directed not to report on any of the deliberations
during the executive session except to state the general subject of the session as previously
announced. The Board discussed exempt public records; no action was taken. The executive
session was adjourned at 6:00 p.m.
Board Present:
Carolyn Ortman, Chair
John Peterson, Vice Chair
Adriana Cañas
Rebecca Lantz
Patti McLeod
Hugh O’Donnell
Janeen Sollman
Budget Committee Present:
Monte Akers
Wayne Clift
Tim Farrell
Jared Roth
Administrators and Staff Present:
Mike Scott, Superintendent
Gustavo Balderas, Assistant Superintendent
Lu Biado, Assistant Superintendent
Bill Rhoades, Assistant Superintendent
Adam Stewart, Chief Financial Officer
Beth Graser, Director, Communications
Laurie Boyd, Superintendent Secretary
Marva Wiebe, Board Secretary
Others Present:
Linden Becker, HCU
Kathy Newman, HEA
Wendy Owen, The Oregonian
2. Budget Work Session. Board Chair Carolyn Ortman called the work session to order at 6:00 p.m.
Superintendent Scott thanked members of the Budget Committee for joining the meeting. He
explained that the three goals of the work session were to ensure understanding of the current
economic situation, provide budget information that was requested at the November 30 work session,
and provide opportunities for participants to share their ideas on the budget. Superintendent Scott
reviewed the “roller coaster ride” in school funding over the last eight years, in which the District had a
net reduction of $43.6 million and 113 staff members at the same time that enrollment increased by
1,650 students. He explained that estimated budget shortfalls for the District for 2011-12 range from
$19.8 million to $25.7 million. A $19.8 million reduction would be equivalent to cutting 39 school
days, or 241 teachers, or 330 classified staff. Superintendent Scott commented that there is no
indication the state will return to its previous funding level any time soon, and the District must
consider cuts that are going to be sustainable in order to function at this reduced level. Chief
Financial Officer Adam Stewart distributed and reviewed budget information that was requested at the
previous work session. Superintendent Scott distributed a supply of index cards to meeting
participants, who used them to brainstorm ideas for potential budget cuts. He explained that the
ideas generated will be collected, categorized, and costed out, and a list generated for future budget
discussions. This activity will be repeated with building staffs, parent groups, and other community
Board Meeting Minutes of December 14, 2010 – Page 2
members. Input gathered will be reviewed by the Budget Committee at the workshop on January 25.
Superintendent Scott shared copies of the monthly staff and parent letter on the budget that would go
out following the Board meeting, which includes the process for their involvement. The group
discussed the importance of educating the community on budget issues, and sharing their concerns
with local legislators. Board Chair Ortman emphasized the importance of clarifying, when budget
discussions with patrons arise, that no decisions on cuts have been made as yet. She asked
participants to forward any questions they may have to Superintendent Scott or Mr. Stewart as soon
as possible. The work session was adjourned at 7:15 p.m.
Board Present:
Carolyn Ortman, Chair
John Peterson, Vice Chair
Adriana Cañas
Rebecca Lantz
Patti McLeod
Hugh O’Donnell
Janeen Sollman
Others Present:
Courtney King
Heather Meeuwsen
Jamie Lentz
Cory Sandvold
Bret Rickman
Jackson Elementary choir
Marsha Kelly, choir director
Linden Becker, HCU
Ynona Johnson, HCU
Chris Collings, HCU
Kathy Newman, HEA
Jack Musser, NWRESD
Wendy Owen, The Oregonian
Wayne Clift
Administrators and Staff Present:
Mike Scott, Superintendent
Gustavo Balderas, Assistant Superintendent
Lu Biado, Assistant Superintendent
Bill Rhoades, Assistant Superintendent
Adam Stewart, Chief Financial Officer
Dawn Montgomery, Executive Director, School Performance
Kathi Robinson, Executive Director, School Performance
Scott Schinderle, Executive Director, Special Programs
Beth Graser, Director, Communications
Laurie Boyd, Superintendent Secretary
Marva Wiebe, Board Secretary
3. Call to Order and Flag Salute. Board Chair Carolyn Ortman called the regular session meeting to
order at 7:31 p.m. and led the Pledge of Allegiance.
4. Recognition. The Board recognized Players of the Year Colt Lyerla, David Cazares, Courtney King,
and Heather Meeuwsen; Coaches of the Year Jamie Lentz, Cory Sandvold, and Bret Rickman; and
Team Champions Liberty boys soccer and Liberty volleyball for their fall sports honors.
Student Presentation. Fourteen members of Jackson Elementary School’s choir, led by choir director
Marsha Kelly, sang a holiday medley of “Holiday Blessing” and “Winter Fantasy,” as well as “In
December” and “Let It Snow.”
5. Approval of Agenda. Director John Peterson moved to approve the agenda. Director Rebecca Lantz
seconded the motion. The motion carried by unanimous vote.
6. Audience Time. Board Chair Ortman explained the procedure for addressing the Board according to
Policy BDDH: Public Participation in Board Meetings. One request was received to address the
Board.
7. Consent Agenda. Director Peterson moved to approve the Consent Agenda as printed. Director Hugh
O’Donnell seconded the motion. The motion carried by unanimous vote. Consent agenda items were
as follows:
a. Approve Minutes of November 9, 2010
b. Approve Minutes of November 23, 2010
Board Meeting Minutes of December 14, 2010 – Page 3
c.
Approve Routine Personnel Matters:
Ratify the acceptance of the retirement of the following licensed personnel:
Tracie Fonder
Approve the employment of the following licensed personnel in the 2010-11 school year who
have held temporary status:
Wendy Rykowski
Approve the employment of the following licensed personnel who have retired and been rehired
on a temporary contract for the 2010-11 school year:
Tracie Fonder
Approve the employment of the following licensed personnel in the 2010-11 school year:
Denise Siems
d. Accept donations that are valued at $500 or more:
 Donation of $500 from Kroger to the Glencoe High School boys basketball program.
 Donation of $652.33 from Lenox Booster Club to Lenox Elementary School to be used as
follows:
o $346.40 for walkie talkies
o $305.93 for Lenox Pride store
 Donation of $2,139 from Intel Matching Gifts Foundation to be used as follows:
o $2,000 to Glencoe High School band program
o $300 to Imlay Elementary School for general education
 Donation of $756 from Portland General Electric Company Employee Giving Campaign to
Rosedale Elementary School for general education.
 Donation of $1,127.38 from McDonalds UTB Enterprises, LLC as part of their McTeacher Night
program to the following schools. Funds will be used for general education.
o $444.43 to Eastwood Elementary School
o $682.95 to Rosedale Elementary School
 Donation of $500 from Thunder Softball to the Liberty High School softball program.
 Donation of $7,939.40 from West Union Community Club to West Union Elementary School to
be used for technology.
 Donation of $698.96 from Wells Fargo Community Support Campaign to be distributed as
follows for general education:
o $182.00 to North Plains Elementary School
o $105.00 to Butternut Creek Elementary School
o $95.00 to Imlay Elementary School
o $84.96 to Minter Bridge Elementary School
o $70.00 to Rosedale Elementary School
o $60.00 to Mooberry Elementary School
o $53.00 to Hillsboro School District
o $49.00 to Orenco Elementary School
e. Adopt Budget Planning Calendar for 2011-12
f. Adjust appropriations:
FUND
284
DESCRIPTION
Washington County – Family Resources
Increase Enterprise
ADJUSTED
APPROPRIATION
$5,400.00
PREVIOUS
APPROPRIATION
$0.00
TOTAL
ADJUSTMENT
$5,400.00
8. Action Items
a. Approve Annual Report. Communications Director Beth Graser presented the 2010 Annual Report
for Board approval. She explained that, for the second year, the format was reduced in size and
number of pages, and provides a moment-in-time snapshot of the District. It is intended to be a
conduit to a broader discussion, and to direct patrons to more up-to-date information on school and
District web pages. Director Patti McLeod thanked Director Graser for a nice job on the report.
Director Lantz moved to approve the 2010 Annual Report. Director O’Donnell seconded the
motion. The motion carried by unanimous vote.
b. Approve Resolution to Amend 403(b) Plan Document. Chief Financial Officer Adam Stewart
explained that the Board approved the 403(b) Plan Document in November 2008, as required by
the Internal Revenue Service (IRS). In November 2010, the IRS published new guidelines allowing
Board Meeting Minutes of December 14, 2010 – Page 4
employers that sponsor 403(b) plans to amend their plans to allow In-Plan Roth Rollovers. The
change requires Board approval for implementation. Director Peterson moved to approve the
resolution to amend the 403(b) Plan Document to allow In-Plan Roth Rollovers. Director O’Donnell
seconded the motion. The motion carried by unanimous vote.
9. Reports and Discussion.
a. Instructional Options Feasibility Study. Assistant Superintendent Bill Rhoades provided an update
on the four focus areas being examined during the options feasibility study: dual language
expansion or magnet school, expansion of Miller Education Center to include a virtual school, an
elementary magnet school, and specialized focus areas at each high school. The four teams are in
the process of looking at research and best practices, considering the needs and level of interest,
and making site visits. Final recommendations will be reported to the Board in March.
b. Flight Team Report. Executive Director Dawn Montgomery provided a report to the Board on the
Flight Team, which is the District’s tragedy response team. A team of over 50 counselors, Care
coordinators, behavior specialists, and evaluation specialists is on call whenever there is a tragic
incident in the District. The Flight Team responded to 11 incidents during the last year, providing
care, support, announcements, and referrals to resources. The team also partnered with
Washington County using grant funds to develop suicide prevention protocols to support at-risk
students. In addition, the Flight Team manual has been used in the development of a county
tragedy response handbook. Flight Team leaders are also available as a resource for other school
districts if needed. Board members commended the Flight Team for their excellent work.
c.
New High School Course Proposals: AP Human Geography and Programming 3 – Advanced
Topics—First Reading. Executive Director Kathi Robinson presented two new high school course
proposals from Glencoe High School for first reading: AP Human Geography and Programming 3 –
Advanced Topics. Board members asked questions regarding the cost of textbooks for AP Human
Geography and whether used books could be purchased, and expressed their concern regarding
approving any courses that have even minimal costs attached, considering the anticipated revenue
shortfall. Director O’Donnell reminded Board members that approval of a course does not
necessarily mean it will be offered. Executive Director Robinson reported that an initial survey
shows anticipated enrollment of 25-30 students, with eventual enrollment of up to 70 students, for
AP Human Geography, which would provide an AP opportunity for sophomores. Board members
expressed concern that these new courses could displace current AP courses or core courses
needed for graduation and college admission. Executive Director Robinson explained that there is
no cost for the Programming 3 course, which would provide approximately five slots for
independent study (during existing programming classes) for students who have passed the AP
programming courses. Board Chair Ortman asked Board members to direct any additional
questions to Executive Director Robinson during the review period. The courses are slated for
Board action on January 25.
d. Policies AC: Nondiscrimination, ACA: Americans with Disabilities, GAB: Job Descriptions, GBA:
Equal Employment Opportunity, GC: Licensed Staff Positions, GCC/GDC: Recruitment of
Licensed Staff, and GD: Classified Staff/Classified Staff Positions—First Reading. Assistant
Superintendent Lu Biado asked the Board to review the first reading of Policies AC, ACA, GAB,
GBA, GC, GCC/GDC, and GD. She explained that the Genetic Information Nondiscrimination Act
of 2008 resulted in amendments to the Americans with Disabilities Act of 1990 to protect
applicants and employees from discrimination based upon genetic information. In addition, the
Vietnam Era Veterans’ Readjustment Assistance Act of 1974 was amended to prohibit job
discrimination and require affirmative action to employ and promote veterans. A section was also
added to the act prohibiting retaliation against anyone who files a complaint of discrimination or
opposes discrimination. Some of the policy revisions are reference changes only. The policies
are slated for action at the January 25 Board meeting.
e. Math Program Update. Assistant Superintendent Rhoades provided an update on the Math Study
Team. Nearly 60 teachers in six elementary schools are involved in collaborative lesson study,
working at integrating high-leverage, high-quality instructional practices in math with strategies
that would also support English language learners in accessing math content, while at the same
Board Meeting Minutes of December 14, 2010 – Page 5
time developing their academic language. Math TOSA Amber Kuzma is also leading discussions
on how teachers are working to implement best practices in their classrooms and share those
practices with their colleagues. Assistant Superintendent Rhoades explained that there are two
aspects to the study team work: 1) determining best instructional practices, and 2) selecting
instructional materials that will support those practices. Members of the Math Study Team will
present their recommendations to the Board at a future Board meeting.
f.
Financial Report. Chief Financial Officer Stewart reported on outgoing Governor Kulongoski’s
Reset Committee recommendations in six areas: K-12 education, education beyond high school,
health and health care, human services, public safety, and labor costs. Board Chair Ortman
expressed concern regarding some of the recommendations, such as the shared-services model,
which would consolidate certain non-instructional services (e.g., business services) through existing
ESDs.
10. HCU/HEA/NWRESD Reports. NWRESD Assistant Superintendent Jack Musser provided information
on ESD funding sources and services. He commented on the shared-services model, and informed
the Board that NWRESD Assistant Superintendent James Sager, who served on the governor’s
Reset Committee, would be happy to come to a Board meeting and answer questions.
HCU President Linden Becker introduced Transportation dispatcher Ynona Johnson and Century
head custodian Chris Collings as members of the HCU board and “an integral part of the care and
keeping of young scholars.” Ms. Becker encouraged Board members to visit schools and make
acquaintances with staff. She emphasized the need to hire and retain qualified staff. In addition, she
expressed appreciation for Board members who, like the HCU board, are volunteers.
HEA President Kathy Newman commented that she understands the difficult budget work the Board
is engaged in and, from the conversations taking place, it is clear that cuts alone will not do the trick.
There needs to be fundamental change in how the District delivers services to students; that change
will impact all staff. Ms. Newman added that, as an employer, the District has a vested interested in
getting the best and brightest to come to work in Hillsboro. She expressed the opinion that the
contract proposal recently received by HEA, which has no cost of living (COLA) increase, no step
increases, and an increase in insurance benefit of only $30 per month, is not a proposal she can take
back to HEA membership. Ms. Newman expressed concern that, if this is the Board’s best offer, the
District will lose some of its best and brightest teachers. On behalf of 1,100 HEA members, she
asked the Board to rethink their proposal. Board Chair Ortman explained that, due to contract
negotiations, Board members would not be able to comment on her request.
11. Audience Time. Wayne Clift addressed the Board on the topic of the balanced grading scale. He
explained that he took the time to read the book, A Repair Kit for Grading: 15 Fixes for Broken
Grades by Ken O’Connor, and is in support of the ideas, but feels that they are being implemented
inappropriately in the District by not engaging critical teaching staff. Mr. Clift asked the Board to
reconsider how they roll out this process, and start from the bottom up, not the top down, by getting
support from teaching staff before implementing the changes. Board Chair Ortman encouraged Mr.
Clift to meet with District staff members for further information and to get his questions answered.
12. Superintendent’s Time. Superintendent Mike Scott reported that the District will be engaging in a
process to share budget information and solicit input on the projected budget shortfall. He explained
that current best estimates on the shortfall range from $19.8 – 25.7 million; this follows several years
of cuts that have already been made. Budget discussions and brainstorming sessions will be taking
place with staff, parents, and community groups over the next couple of months. Superintendent
Scott shared some of the factors impacting projected revenue, which include lagging state income tax
collections, an increase in PERS rates, roll-up costs, loss of stimulus funds, and loss of Intel funds.
He explained that the District has used some of its reserves to offset budget reductions. (Two years
ago the District had 11% reserves; this year will end with 5% in reserves.) Superintendent Scott
pledged that the budgeting process would be transparent, and explained that the first of monthly
budget emails would be going out to staff and the community following the Board meeting. In
addition, Superintendent Scott thanked the Oregon AirShow for their donation to the District. He also
Board Meeting Minutes of December 14, 2010 – Page 6
thanked Executive Director Montgomery and members of the Flight Team for their selfless
contributions, and wished everyone a great winter holiday.
13. Board of Directors’ Time. Directors John Peterson and Adriana Cañas wished everyone a Merry
Christmas and Happy New Year.
Director Rebecca Lantz commented that she recognized quite a few of the staff members present,
and wondered how they could possibly think the Board does not value its staff. She said that they are
the school district; they are everything. She further commented that she does not sleep well at night,
and hasn’t for years – she has watched this process for a decade – and if everyone does not work
together to find the revenue needed to educate students and equip them with the needed skills to get
jobs, it will be a downward spiral. She expressed the concern that, if staff and the Board become
oppositional, it will never happen. She affirmed that they must stay on the same team, and they must
work together.
Director Janeen Sollman commented that the District is facing a tough budget situation that no one
would want to have to go through, but she looks forward to dialogue with patrons, and having an open
and transparent process. She urged staff, students, and community members to get involved in the
budgeting process and share their input. She expressed her appreciation for the time and
commitment of teachers and staff who attended the meeting. She also expressed appreciation for
the work going on in schools to help students prepare for future careers.
Director Patti McLeod commented that, in the face of difficult conversations, she likes to look for the
positive. She did not want to minimize the struggles the District is facing, but felt that it was
commendable to have so many people attend the Board meeting. She felt that it showed a lot of
passion and integrity to bring so many people out to a Board meeting the week before Christmas.
She thanked everyone for going through this process together with the Board.
Director Hugh O’Donnell thanked the teachers and staff who came to show support for the positions
in which they believe. He commented that, as a former social studies teacher in the District for 23
years, he knows it is easy to develop an “us against them” attitude. He added that he and his wife
both experienced the 17 cut days in 2003. Director O’Donnell encouraged staff to review both union
and District communications, approach things from an attitude of scholarship, beware of over
generalizations, and look for opportunities to contribute positively to the conversations.
Board Chair Carolyn Ortman expressed her appreciation for the large audience. She said it is
important for everyone to understand the depth of the economic situation the District is facing. She
does not remember a time when the Board was discussing such phenomenal cuts for the third year in
a row. The “best-case scenario” information coming from Salem is a $19.8 million cut for next year,
which equates to 39 cut days, or the loss of 241 teachers, or the loss of 330 classified staff. She
commented that none of those are acceptable options; all options being discussed will impact
students. Board Chair Ortman added that this is not a District issue, it is a state issue, and everyone
needs to be united in their communications with legislators. She explained that there will be monthly
budget discussions with the Budget Committee, and encouraged everyone to continue to attend the
meetings. She also urged them to participate in meetings with principals as well as community
meetings, adding that if anyone has good ideas the Board needs to hear them.
14. Executive Session. No executive session was called.
15. Adjournment. The meeting was adjourned at 9:05 p.m.
Approved January 25, 2011