Siuslaw School District 97J Board of Directors’ Meeting Information Packet May 13, 2015 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Agenda Item No: Attachment: 051315-2 Yes Reason: Approve Agenda From: Ethel Angal Date: May 13, 2015 Background: The superintendent, board chair and vice-chair meet to prepare the agenda one week prior to the board meeting. Items of business may be suggested by any board member, staff member, student or citizen of the district by notifying the superintendent at least five working days prior to the meeting. Any changes to the agenda must be approved by majority vote. Recommendation: Administration recommends approval of the agenda as presented. Resolution #051315-2 Agenda Be it Resolved that the Siuslaw School District Board of Directors approve the agenda as presented. Tammy Butler, Board Chair Kari Blake, Business Manager/Deputy Clerk 1 Siuslaw School District 97J Budget & Regular Board of Directors Meeting Siuslaw School District Office, 2111 Oak Street, Florence, Oregon Wednesday, May 13, 2015 at 6:30 p.m. Notice and Agenda 1. Call to Order, Flag Salute – Chair Butler Flag Salute: SHS Student 2. Welcome Patrons, Staff and Press – Chair Butler 3. Approve Agenda – Chair Butler 4. Approve Consent Agenda – Ethel Angal 5. Public Participation – Chair Butler 6. Program Highlights – Ethel Angal Outdoor Education – Andy Marohl Work Based Learning/Youth Transition Program – Lisa Utz & Ryan Roach 7. Action Items a. Renew Head Start Lease – Kari Blake b. Education Foundation – Ethel Angal c. Facility Naming – Ethel Angal d. Policy Revisions and Updates – Ethel Angal i. Policy Revisions – 2nd Reading ii. Policy Revisions – 1st Reading 8. Acknowledgements – Chair Butler and Board 9. Reports a. Superintendent Communications – Ethel Angal b. Business Manager Communications – Kari Blake c. Administrator Reports – Ethel Angal d. Board Chair Communications – Chair Butler Consider need for May 20 meeting Board Self-Evaluation 10. Adjourn – Chair Butler 2 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Consent Agenda Item No: Attachment: 051315-3 Yes Reason: Consent Business From: Ethel Angal Date: May 13, 2015 Background: This month’s consent agenda contains the following items: Financial Reports Enrollment Report Minutes of the April 8, 2015 Board Meeting Personnel Resignation: Jeannette Jones, SES Teacher Shannon Graham, JV Basketball Coach Donna Flood, Bus Driver Kristal Temple, Sign Language Interpreter Heather Goldsmith, Special Programs Secretary Personnel Retirement: Sharon Waite, Bus Driver Wanda O’Malley, Educational Assistant Linda Westlund, Bus Driver Personnel Hires: Monica Plotts, SES Teacher Linda Johnson, SES Teacher Rachel Lawson, SES Teacher Contract: Head Start Option to Extend Lease Recommendation: Administration recommends approval of the consent agenda as presented. Resolution #051315-3 Consent Agenda Be it Resolved that the Siuslaw School District Board of Directors approve the consent agenda as presented. Tammy Butler, Board Chair Kari Blake, Business Manager/Deputy Clerk 3 SIUSLAW SCHOOL DISTRICT 97J MONTHLY CASH FLOW - GENERAL FUND April 30, 2015 REVENUES Actual for Month Actual YTD Budget Balance Comments Beginning Balance (Unaudited) $4,720,113 $1,790,685 $1,405,000 $1,790,685 Audited Beg. Balance Correct PROPERTY TAXES LOCAL OPTION PARTICIPATION FEES INTEREST RENTALS/DONATIONS MISCELLANEOUS COUNTY SCHOOL FUND STATE SCHOOL FUND COMMON SCHOOL FUND FEDERAL FOREST REVENUE HIGH COST STUDENTS $28,654 $4,481 $308 $112 $3,160 $3,815 $0 $617,189 $0 $0 $0 $6,017,454 $932,285 $22,350 $20,901 $23,797 $59,119 $0 $4,462,192 $138,881 $0 $0 $6,244,416 $978,391 $50,000 $35,000 $34,000 $320,000 $10,000 $4,566,986 $129,743 $226,962 $46,106 $27,650 $14,099 $10,203 $260,881 $10,000 $104,794 -$9,138 $0 $65,000 Includes current and prior year Includes current and prior year TOTAL REVENUE $657,720 $11,676,978 $65,000 $13,838,536 $2,547,243 EXPENDITURES SALARIES ASSOCIATED PAYROLL COSTS PURCHASED SERVICES SUPPLIES & MATERIALS CAPITAL OUTLAY OTHER OBJECTS TRANSFERS OTHER USES TOTAL EXPENDITURES NET ENDING CASH POSITION Actual for Month Actual YTD Budget Balance $613,064 $356,081 $75,183 $12,841 $0 $1,287 $4,686 $4,934,482 $2,793,144 $915,326 $322,576 $59,145 $73,574 $53,025 $0 $6,503,763 $3,756,106 $1,087,336 $456,410 $125,775 $930,585 $62,000 $916,561 $1,569,282 $962,962 $172,010 $133,834 $66,630 $857,011 $8,975 $916,561 $1,063,142 $9,151,271 $13,838,536 Comments $4,687,265 $4,314,691 4 Siuslaw School District 2014-2015 Start Here... ACTUAL through 4/30/15 Fund 203 Ebiss & Aspire BUDGET REVENUES Local Revenues State Revenue $ 25,000 Federal Revenue $ 19,150 Beginning Balance $ - $ $ $ TOTAL REVENUES $ $ 44,150 BUDGET 15,704 - Fund 204 21st Century REVENUES Local Revenues State Revenue Federal Revenue Beginning Balance ACTUAL through 4/30/15 $ $ $ 365,095 $ - $ $ $ 243,048 $ - 15,704 TOTAL REVENUES $ 365,095 $ 243,048 $ $ $ $ 133,370 49,725 92,000 90,000 $ 145,926 $ 51,117 $ 79,039 $ 28,576 $ 365,095 $ 304,658 BUDGET ACTUAL through 4/30/15 EXPENDITURES Personnel Services Employee Benefits Purchased Services Supplies & Materials Other Objects $ 25,200 $ 4,700 $ 11,500 $ 2,750 $ - $ $ $ $ $ 15,422 2,644 4,229 3,595 600 EXPENDITURES Personnel Services Employee Benefits Purchased Services Supplies & Materials Other Objects TOTAL EXPENDITURES $ 44,150 $ 26,490 TOTAL EXPENDITURES ACTUAL through 4/30/15 BUDGET Fund 207 Title IIA REVENUES Local Revenues State Revenue Federal Revenue Beginning Balance $ $ $ 79,300 $ - $ $ $ $ TOTAL REVENUES $ 79,300 $ 5,964 - Fund 209 IDEA REVENUES Local Revenues State Revenue Federal Revenue Beginning Balance $ $ $ 217,910 $ - $ $ $ $ - 5,964 TOTAL REVENUES $ 217,910 $ - EXPENDITURES Personnel Services Employee Benefits Purchased Services Supplies & Materials Other Objects $ 145,000 $ 72,910 $ $ - $ $ $ $ 97,637 70,456 - TOTAL EXPENDITURES $ 217,910 $ 168,093 EXPENDITURES Personnel Services Employee Benefits Purchased Services Supplies & Materials Other Objects $ 25,000 $ 19,300 $ 30,000 $ 5,000 $ $ $ 43,081 26,368 4,620 TOTAL EXPENDITURES $ 79,300 $ 74,069 5 Siuslaw School District 2014-2015 Start Here... Fund 210 Title I REVENUES Local Revenues State Revenue Federal Revenue Beginning Balance BUDGET ACTUAL through 4/30/15 $ $ $ 444,790 $ - TOTAL REVENUES $ 444,790 ACTUAL through 4/30/15 BUDGET $ $ $ 193,148 $ - Fund 212 Indian Ed REVENUES Local Revenues State Revenue Federal Revenue Beginning Balance $ $ $ 52,150 $ - $ $ $ $ - $ 193,148 TOTAL REVENUES $ 52,150 $ - $ 32,050 $ 20,100 $ $ - $ $ $ $ 37,972 17,766 190 1,104 $ 52,150 $ 57,032 EXPENDITURES Personnel Services Employee Benefits Purchased Services Supplies & Materials Other Objects $ 283,590 $ 156,700 $ 500 $ 4,000 $ 148,937 $ 101,478 $ 1,504 $ 1,504 EXPENDITURES Personnel Services Employee Benefits Purchased Services Supplies & Materials Other Objects TOTAL EXPENDITURES $ 444,790 $ 253,423 TOTAL EXPENDITURES 6 SIUSLAW SCHOOL DISTRICT 2014-2015 BUS RESERVE REVENUE/EXPENDITURE FORECAST ACTUAL through 4/30/15 BUDGET Fund 232 PROJECTED for Fiscal Year REVENUES Interest Participation Fees Misc Bus Depreciation Beginning Fund Balance TOTAL REVENUES $ $ $ $ $ 107,000 93,495 $ $ $ $ $ - $ $ $ $ $ 50 107,000 93,495 $ 200,495 $ - $ 200,545 $ $ $ $ 145,763 4,732 50,000 $ $ $ $ 20,386 3,126 - $ $ $ $ 126,287 10,452 50,000 $ 200,495 $ 23,512 $ 186,739 $ 13,806 EXPENDITURES Replacement Equipment Principal Interest Unappropriated End Balance TOTAL EXPENDITURES ESTIMATED FUND BALANCE P:\Board Meetings 14-15\Excel Files\Board Reports Apr , 2015 Fund 232 7 SIUSLAW SCHOOL DISTRICT 2014-2015 FOOD SERVICE REVENUE/EXPENDITURE FORECAST Fund 240 ACTUAL through 4/30/15 BUDGET PROJECTED for Fiscal Year REVENUES Interest $ Sale of Student Meals Miscellaneous Other Restricted Grants Federal Reimbursement 100 $ 51 $ 60 65,000 $ 42,369 $ 40,000 1,000 $ - - $ 449 $ 310,375 $ 325,000 $ $ 20,000 100,900 $ 485,960 283,000 Interfund Transfers - $ - 20,000 $ 100,900 $ $ - $ 470,000 $ 353,244 Salary $ - $ 8,523 $ 17,045.00 Benefits $ - $ 4,697 $ 9,392.36 5,000 $ - $ 5,000 300,000 $ 201,895 $ 280,000 CACFP Non-Instr. 55,000 $ 70,781 $ 75,000 Supplies 65,000 $ 39,637 $ 70,000 - $ 474 $ 1,000 - $ 45,000 $ 476,000 $ 9,960 Revenue on Behalf of District Beginning Balance TOTAL RESOURCES EXPENDITURES Repairs & Maintenance Non-Instr. Services Travel Technology Unapprop. Ending Fund Balance $ 45,000 $ $ TOTAL EXPENDITURES $ 470,000 $ ESTIMATED ENDING FUND BALANCE 312,787 P:\Board Meetings 14-15\Excel Files\Board Reports Apr , 2015 Fund 270 8 SIUSLAW SCHOOL DISTRICT 2014-2015 CONSTRUCTION EXCISE TAX REVENUE/EXPENDITURE FORECAST BUDGET Fund 280 REVENUES Interest Excise Tax Miscellaneous Beginning Fund Balance TOTAL REVENUES ACTUAL through 4/30/15 $ $ 750 25,000 $ PROJECTED for Fiscal Year 45,885 - $ $ 750 55,000 240,310 $ $ $ $ $ 240,310 $ 266,060 $ 45,885 $ 296,060 $ 240,310 $ $ - $ $ - $ 240,310 $ - $ - EXPENDITURES Purchased Services Reserved for next year TOTAL EXPENDITURES ESTIMATED ENDING FUND BALANCE $ 296,060 CAPITAL PROJECTS REVENUE/EXPENDITURE FORECAST BUDGET Fund 400 REVENUES Interest Miscellaneous Other Restricted Grants Beginning Fund Balance TOTAL REVENUES ACTUAL through 4/30/15 PROJECTED for Fiscal Year $ $ $ $ 15,000 $ $ $ $ - $ $ $ $ 15,000 $ 15,000 $ - $ 15,000 $ $ $ $ $ 15,000 - $ $ $ $ $ 548,272 - $ $ $ $ $ 550,000 - $ 15,000 $ 548,272 $ 15,000 $ - EXPENDITURES Purchased Services Supplies Initial & Additnl. Equip. Transfer of Funds Reserved for next year TOTAL EXPENDITURES ESTIMATED ENDING FUND BALANCE 9 SIUSLAW SCHOOL DISTRICT 2014-2015 QSCB CONSTRUCTION REVENUE/EXPENDITURE FORECAST BUDGET Fund 402 REVENUES Interest Miscellaneous Beginning Fund Balance ACTUAL through 4/30/15 PROJECTED for Fiscal Year $ $ $ 3,000 $ $ $ - $ 3,000 $ - $ - Purchased Services $ Improve other than Building $ Reserved for next year $ 3,000 - $ $ $ - $ $ $ - 3,000 $ - $ - $ - TOTAL REVENUES EXPENDITURES TOTAL EXPENDITURES $ ESTIMATED ENDING FUND BALANCE 10 G. O. BOND DEBT SERVICE REVENUE/EXPENDITURE FORECAST ACTUAL through 4/30/15 BUDGET Fund 300 PROJECTED for Fiscal Year REVENUES Current Property Tax Prior Year Property Tax Payments In Lieu Property Tax Interest Beginning Fund Balance TOTAL REVENUES $ $ $ $ $ 1,484,867 50,000 1,200 1,000 312,835 $ $ $ $ $ 1,450,042 25,299 743 537 - $ $ $ $ $ 1,484,867 50,000 1,000 500 - $ 1,849,902 $ 1,476,623 $ 1,536,367 $ $ $ $ 1,135,000 349,737 2,500 362,665 $ $ $ $ 174,869 - $ $ $ $ 1,135,000 349,737 2,500 - $ 1,849,902 $ 174,869 $ 1,487,237 $ 49,130 EXPENDITURES Redemption of Principal Interest Fees Contingency TOTAL EXPENDITURES ESTIMATED ENDING FUND BALANCE QZAB DEBT SERVICE REVENUE/EXPENDITURE FORECAST ACTUAL through 4/30/15 BUDGET Fund 301 PROJECTED for Fiscal Year REVENUES Interest Interfund Transfer Beginning Fund Balance TOTAL REVENUES $ $ $ 62,000 2,500 $ $ $ - $ $ $ 62,000 2,500 $ 64,500 $ - $ 64,500 $ $ $ 62,000 2,500 $ $ $ 61,933 - $ $ $ 62,000 - $ 64,500 $ 61,933 $ 62,000 $ 2,500 EXPENDITURES Redemption of Principal Interest Ending Balance TOTAL EXPENDITURES ESTIMATED ENDING FUND BALANCE QSCB DEBT SERVICE REVENUE/EXPENDITURE FORECAST ACTUAL through 4/30/15 BUDGET Fund 302 PROJECTED for Fiscal Year REVENUES Interest IRS Interfund Transfer Debt Service Revenue on Behalf of District Beginning Fund Balance TOTAL REVENUES $ $ $ $ 9,000 $ $ $ $ 53,025 - $ $ $ $ 58,000 - $ 9,000 $ 53,025 $ 58,000 $ 9,000 $ - $ 9,000 $ 9,000 $ - $ 9,000 $ 49,000 EXPENDITURES Redemption of Principal Interest Unappropriated End Balance TOTAL EXPENDITURES ESTIMATED ENDING FUND BALANCE 11 Grade Level 2010-2011 2011-12 2012-13 2013-14 6/3/11 9/14/11 6/8/12 9/17/12 10/4/12 6/12/13 10/3/13 6/2/14 2014-15 10/3/14 11/6/14 12/5/14 1/9/15 2/6/15 3/6/15 4/1/15 5/8/15 KG 1 2 3 4 5 Elem Total 97 92 98 98 102 111 598 102 101 91 95 102 108 599 100 97 91 97 100 108 593 107 98 99 87 94 93 578 109 97 100 87 95 93 581 111 107 101 96 89 94 598 102 107 109 101 98 94 611 107 115 114 103 98 99 636 98 111 115 119 107 101 651 98 110 113 121 108 98 648 100 110 113 117 108 98 646 99 109 116 118 106 97 645 98 109 115 120 108 97 647 103 105 114 114 108 98 642 105 105 115 115 107 99 646 104 105 113 115 105 100 642 6 7 8 MS Total 102 107 118 327 109 94 98 301 114 96 97 307 109 114 89 312 109 113 91 313 109 112 84 305 97 105 119 321 88 115 116 319 102 100 113 315 100 99 112 311 100 98 109 307 100 96 109 305 100 97 110 307 99 95 112 306 101 98 112 311 98 97 115 310 9 10 11 12 HS Total Grade 13 Grade 14 98 116 116 90 420 121 105 119 140 485 111 90 110 114 425 102 109 104 130 445 103 95 109 109 104 97 129 93/13 445 407 Totals 1345 1385 1325 1335 88 92 110 93 383 14 3 400 1332 93 94 103 92 382 10 2 394 1349 115 97 97 112 421 7 3 431 1397 115 96 98 108 417 5 4 426 1385 114 94 101 103 412 5 4 421 1374 116 94 100 103 413 5 4 422 1372 115 93 100 103 411 5 4 420 1374 112 88 94 100 394 6 2 402 1350 111 90 91 98 390 5 2 397 1354 113 92 94 95 394 6 2 402 1354 1339 1310 12 13 Siuslaw School District 97J Budget & Regular Board of Directors Meeting Siuslaw Elementary School, 2221 Oak Street, Florence, Oregon Wednesday, April 8, 2014 at 6:30 p.m. Notice and Agenda Budget Meeting – 6:30 p.m. Directors Attending: Paul Burns John Barnett(absent) Chad Clement Tammy Butler Suzanne Mann-Heintz Deena Mitchell Michelle Rose Budget Members Attending: Boomer Wright John Murphey Cindy Spinner Dan Gilday Dave Twombley Perry Larson Guy Rosinbaum Others in Attendance: Ethel Angal, Superintendent Kari Blake, Business Manager Vonnie McClellan, Board Secretary Staff, Patrons, Media 1. Call to Order, Flag Salute Chair Butler asked SMS principal Andy Grzeskowiak to introduce 8th grade student, Tim Lowder, who led the flag salute. Lowder was nominated because he is a “solid guy, always helping out, and doing the right thing.” Mr. Grzeskowiak added that whenever the question of giving awards come up, Tim Lowder’s name is raised. 2. Welcome Patrons, Staff and Press Chair Butler stated that the first item of business is to appoint a budget member for position #4. Paul Burns requested the appointment of Guy Rosinbaum. Boomer Wright motioned for appointment. Michelle Rose seconded and the motion carried unanimously. Mr. Rosinbaum introduced himself as did the rest of the board and budget members. Mr. Rosinbaum shared that he has 3 daughters currently attending Siuslaw School District. 3. Elect Budget Officers Chair Butler requested nominations for budget chair and vice-chair. Paul Burns nominated Boomer Wright for chair position. John Murphey seconded. Hearing no further nominations, the committee voted unanimously in favor of Boomer Wright. Boomer Wright motioned to nominate John Murphey for vice-chair. Cindy Spinner seconded. Hearing no further the committee voted unanimously in favor of John Murphey for vice-chair. 4. Budget Message Superintendent Ethel Angal presented the budget message. Boomer Wright reviewed the responsibilities of the budget committee. 5. Present Budget Material Business Manager, Kari Blake, presented the proposed budget document for 2015-2016. Blake explained how legislatures proposed 50/50 split for the biennium as opposed to the usual 49/51 split does not allow for increase in salaries/inflation. Blake shared that she will try to hold on to some revenue from the 1st year of the biennium for the 2nd year to allow for 14 increased costs as staff move across the salary schedule and for inflation. It was noted that the increase in ADM due to all day kindergarten will help pay for the 2 additional kindergarten teachers. Grant opportunities for furnishings will also help offset costs of the new building. Paul Burns and Deena Mitchell each emphasized that enrollment will need to be closely monitored. Blake shared that she and Superintendent Angal intend to closely monitor the budget throughout the year. Blake encouraged the committee to contact her with any questions or suggestions. The next budget meeting is scheduled for Wednesday, April 29. 6. Recess Budget Meeting With no further discussion, Budget Chair Boomer Wright recessed the budget meeting at 7:04pm. Regular Meeting Directors Attending: Paul Burns John Barnett(absent) Chad Clement Tammy Butler Suzanne Mann-Heintz Others in Attendance: Ethel Angal, Superintendent Kari Blake, Business Manager Vonnie McClellan, Board Secretary Staff, Patrons, Media Deena Mitchell Michelle Rose 1. Call to Order Chair Butler called the regular meeting to order at 7:15pm. 2. Approve Agenda Chair Butler called for approval of the agenda. Paul Burns motioned for approval and Chad Clement seconded. The motion carried unanimously. 3. Approve Consent Agenda Ethel Angal recommended approval of the consent agenda which contained the following items: Financial Reports, Enrollment Report, Minutes of the March 11, 2015 Board Meeting, Personnel Resignation:Danielle McTighe, SES Teacher, Personnel Retirement:Ginny Lane, SES Speech and Language Pathologist, Personnel Contract:Ethel Angal, Superintendent Michelle Rose motioned for approval. Suzanne Mann-Heintz seconded and the motion carried unanimously. 4. Public Participation Chair Butler noted that several people signed up with the same topic and requested that if they were comfortable having 2 spokespeople for the topic it would be helpful to save time. All who signed up submitted their written input for the board to review after the meeting. Rachel Foster and Shannon Graham were spokespersons for the group which included Jeannette Jones, Chris Campbell, Alyssa Cargill and Susan DeVries. Shannon Graham shared that high needs students in classrooms not only need a safe place to go when they are being disruptive, but that the other 20 plus students in the class deserve to have a less disruptive environment in which to learn. Ms. Graham noted that much time is spent in attempts to correct behavior – yellow slips are written, but students are not fazed. Support outside of the classroom is needed. Graham requested the hiring of a vice-principal 15 to help Principal Harklerode. Graham stated that Harklerode is very hardworking with an amazing and upbeat attitude, but must oversee a staff of 71 and 648 students by himself. Next year 50 more students will be added and 2 more staff members. Rachel Foster read a few scenarios demonstrating classroom behavior from classrooms other than hers. Foster shared that teachers are dealing with extreme outbursts from students and the frequency of interruptions to class has escalated. Foster stated this is “not the days of yesteryear.” Staff morale is low and behavior issues are not going away. Foster stated she was not only advocating for the students who need extra attention and direction, but also for the students who want to learn. Foster requested a vice-principal for SES and also invited board members to visit the classrooms to see the situation for themselves. Chair Butler thanked the staff members for their input and stated that they will be visiting the schools later in the month for budget input and those meetings would be good times to again express their request for additional staffing in the form of an administrator. 5. Program Highlights Principal Harklerode discussed plans for a strong launch of the new kindergarten center. 6. Action Items a. Child Abuse Prevention Proclamation Ethel Angal reported that April is Western Lane Child Abuse Prevention month and read a proclamation provided by the 90x30 committee. The committee’s goal is to build awareness and understanding of child abuse in our community. b. Food Service Price Adjustment Kari Blake reported that each year, the Siuslaw School District must do an analysis on the current meal pricing to see if it meets a minimum price set by the Federal Government. For districts that charge below that amount, they must adjust their meal prices, in increments of $0.05 (with a $0.10 cap/year) or transfer non-federal dollars from the general fund into the food service fund. Currently, the Siuslaw School District lunch charge is $2.50. To become compliant with federal and state regulations, the district will need to increase the lunch charge to $2.60 for the 2015-2016 school year. Because the Siuslaw School District carries a surplus in the food service funds and are required to spend down the balance, we can apply for an exemption waiver from the price increase from the State of Oregon. If granted, this waiver would allow us to leave the price of meals at the same rate as the 2014-2015 school year. Blake recommended the district apply for a waiver from the meal price increase from the Oregon Department of Education. Michelle Rose motioned to approve the application of an exemption waiver to the meal price increase for the 2015-2016 school year. Chad Clement seconded and the motion carried unanimously. c. Achievement Compact Committee Report Ethel Angal reported that during the 2012 Legislative Session, Senate Bill 1581 created Achievement Compacts for K-12 districts, education services districts and Oregon’s community colleges and universities. Angal shared that an Achievement Compact Committee met in September as required to review the compact. The information presented today is an update on our progress to date this year. Another report will be provided at the October 2015 board meeting. d. 2015-2016 School Calendar Ethel Angal recommended approval of the 2015-2016 calendar. Angal noted that After the March 2015 board meeting, administration met and recommended an update to better distribute the days in the quarters. The February 5 in-service day was moved to January 29 and the April 15 in-service day was moved to April 8 (conference days shifted to April 14 and 15). Information about kindergarten start days and events were 16 also added. Since these changes do not change the number of classroom days, administration will recommend approval. Suzanne Mann-Heintz motioned for approval and Paul Burns seconded. The motion carried unanimously to approve the calendar as presented. Michelle Rose asked if parent attendance at the thanksgiving week conferences was down from when conferences were held earlier in the month. Harklerode reported no change. Grzeskowiak and Tatum reported that attendance was up. Tatum noted that the high school doubled the attendance likely because of a concerted effort to schedule parent meetings. e. Policy Revisions and Updates i. JECB – Admission of Nonresident Students Ethel Angal recommended adoption of policy JECB with a cap of 15 transfers out of the district and a cap of 15 coming into the district for the 2015-2016 school year. The policy states that the board must set the number annually by May 1. Policy JECB was recommended by OSBA and was reviewed by board member Suzanne Mann-Heintz and Superintendent Angal. Paul Burns motioned for approval. Deena Mitchell seconded and the motion carried unanimously. ii. Policy Revisions Chair Butler asked for board volunteers to review the policies with Superintendent Angal prior to the next board meeting. Suazanne Mann-Heintz volunteered to review the policies. Paul Burns and Michelle Rose will both review the Wellness Policy along with Kari Blake, David Bitner and Ethel Angal. 7. Acknowledgements Board members acknowledged and gave praise to several individuals and programs: Paul Burns – Appreciation to the elementary school staff. Encourages support of the nonprofits such as the Western Lane Foundation Deena Mitchell – Thanked Vonnie McClellan and Michelle Rose for their efforts to bring Senator Arnie Roblan to the district, and gave special thanks to Gina Castro-Brandt for speaking to Roblan about concerns. Mitchell thanked staff and the board for their thoughtful responses for the Superintendent Evaluation; and gave special thanks to the Rotary Club, Garden Club and other organizations who support youth through scholarships; and the districts partnership with LCC. Chad Clement appreciated comments from elementary staff and appreciation for all that the teachers do and how they care. Kudos to high school for a reduction in referrals, appreciation for all that is done to make school fun – C.R.O.W.’s use of middle school facility, assemblies to acknowledge good attendance and the 1st graders getting a sneak peek of the steelhead eggs. Suzanne Mann-Heintz recognized three events: the choir concert for a wonderful and challenging concert; the Pow-Wow with the biggest attendance ever and recognition to Lynn Anderson, Laura Boggs and Rebecca Velasco Mendez; the PTA Talent Show for all the children being supportive of their peers. Mann-Heintz also expressed appreciation to the teachers that applied for local grants and gave a shout out to the ASPIRE and high school staff for help with scholarships. Michelle Rose expressed thanks and acknowledgement to the following: Deena Mitchell for the Superintendent Evaluation process, Western Lane Foundation for grants, the SHS Track icebreaker and Jacob Steinberger and his choir, field trip to Honeyman with Grano and special appreciation to the teachers who addressed the board tonight. Tammy Butler thanked the teachers and appreciated being invited to their classrooms. Butler thanked Bob Archer for his hard work on the Kindergarten facility and Kari Blake for her preparation for budget season. 17 Reports a. Superintendent Communications Ethel Angal reported that she is continuing to work on a partnership with Lane Community College. Angal expressed appreciation to all the volunteers who contribute their time and talents to the students and staff. Upcoming events and meetings of note are the Green Fair on May 2 and facility planning meeting at Linn-Benton ESD she plans to attend with Kari Blake. Angal shared that all staff will be acknowledged and appreciated during the week of May 4-8. Next year the all staff appreciation will be held in November during American Education Week. Angal proclaimed May 4-8, 2015 staff appreciation week. b. Business Manager Communications Kari Blake reported that it is a good time to start looking into the bonding process. Blake reported that she would like to get a Bond Committee together after the budget process. The Food Service Audit was this week and it was recommended that the district look into a Community Eligibility Program for free meals. Blake stated that our numbers are very close for qualifying. Blake gave kudos to Bitner, noting that he reached out to the Food Service Committee as part of the Wellness process. Blake stated that the Surplus Sale is scheduled for April 17. c. Administrator Reports – Ethel Angal d. Board Chair Communications Chair Butler asked for board members to distribute diplomas. The following board members expressed interest: Tammy Butler, Deena Mitchell or Chad Clement and Michelle Rose. Board member were assigned for Staff Budget Input meetings: April 9 – 10:00 - Transportation/Maintenance – Mann-Heintz, Rose, Barnett(if available) April 14- 3:45 - Elementary School – Mitchell, Butler, Rose April 15- 3:45 – Middle School – Burns, Butler, Barnett(if available) April 16- 3:45 – High School – Mitchell, Burns, Rose 8. With no further business Paul Burns motioned to adjourn. Deena Mitchell seconded and Chair Butler adjourned the meeting at 9:07pm. 18 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Outdoor Education & Work Based Learning/Youth Transition Program Item No: 051315-6 Attachment: No Reason: Program Highlights From: Ethel Angal Date: May 13, 2015 Background: May 2015 Program Highlights: Outdoor Education – Andy Marohl Work Based Learning/Youth Transition Program – Lisa Utz & Ryan Roach Recommendation: Information only 19 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Commercial Lease -University of Oregon - Option to Extend Item No: #051315-7(a) Attachment: No Action – Head Start Option to Extend From: Kari Blake Date: May 13, 2015 Background: Siuslaw School District (“Lessor”) entered into a commercial lease agreement with the State of Oregon, acting by and through the State Board of Higher Education on behalf of the University of Oregon (“Lessee”) to run a HEAD START program. The original term of the lease commenced on December 15, 2004 to November 30, 2009. The lease was renewed on October 14, 2009 and expired on November 30, 2014. The original lease and first renewal will be provided. Per section 2) Option to extend. If not in default, Lessee shall have the option to extend this lease for one (1) additional extension term of five (5) years (the “Extension Term”). The Extension Term shall commence effective December 1, 2015…Should the Lessee choose to exercise the extension option…all terms and conditions of this lease shall apply during the Extension Term, including rents as set for in Paragraph 3 below 3) Rent. During the Original Term and the Extension Term (if applicable), Lessee shall pay Lessor monthly rent of $359.37 in advance on the first day of every month. Monthly rent will increase on December 1 of each year by the lesser of the yearly increase in Portland UCPI during the twelve month period ending in November prior to the date of increase, or three percent (3%). The lessee has requested the Extension Term. Recommendation: It is the recommendation of the administration that the commercial lease agreement for HEAD START be extended for one (1) additional extension term of five (5) years. Extension will commence on December 1, 2015 and run through November 30, 2019. Resolution #051315-7(a)– Approve Commercial Lease Extension to University of Oregon Be it Resolved that the Siuslaw School District Board approve the Extension Term for University of Oregon as per original terms of the lease. Tammy Butler, Board Chair Kari Blake, Business Manager/Deputy Clerk 20 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Siuslaw Education Foundation Item No: Attachment: 051315-7(b) No Reason: Approval to Engage in a Partnership with the Siuslaw Education Foundation From: Kari Blake Date: May 13, 2015 Background: The Siuslaw Education Foundation is in the process of forming a 501(c)(3) and would like to enter into a partnership with the Siuslaw School District. The Foundation will be considered a nonprofit education corporation organized in Lane County for educational and charitable purposes. The Foundation invests time and resources to generate and improve community support for creating alternative revenue sources that benefit the District and its students. The Siuslaw Education Foundation will be a separate entity from the Siuslaw School District. Once formed, it is in the interest of both the Siuslaw Education Foundation and the Siuslaw School District to enter into an agreement through a memorandum of understanding. Suzanne Mann-Heintz, who is instrumental in helping form the Foundation has met with both Superintendent, Ethel Angal and Business Manager, Kari Blake to discuss the details of the Foundation and their mission. Ms. Angal and Ms. Blake are both in support of moving forward with the Foundation as they work towards becoming a 501(c)(3). Once the Foundation is legally formed, a memorandum of understanding will be presented to the Board for your approval. Recommendation: Administration recommends that the Siuslaw School District Board of Directors approve an initial partnership with the Siuslaw Education Foundation so that they may move forward with the formation of their nonprofit entity. Resolution #051315-7(b) Approve Initial Partnership Be it Resolved that the Siuslaw School District Board of Directors approve an initial partnership between the Siuslaw Education Foundation and the Siuslaw School District Tammy Butler, Board Chair Kari Blake, Business Manager/Deputy Clerk 21 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Naming Facilities Action Item No: 051315-7(c) Attachment: Yes From: Ethel Angal Date: May 13, 2015 Background: The board will consider a proposal to rename the Siuslaw High School Gymnasium the “Glenn Butler Court” and the Siuslaw High School Mall the “Richard Whitmore Mall.” School Board Policy FF Naming Facilities states: The general policy is to name facilities for persons who have attained prominence locally and/or nationally, or in the fields of education, science, art, statesmanship, political science or military achievement: early pioneers of Florence, Lane County or the State of Oregon; or after the name of the geographic area which it serves. Facilities may be named for individual persons who have been outstanding in educational endeavors or who have worked for better schools and educational programs in the community and/or state. Names may be presented by petition, by chosen committees or by other representative groups in the area. The general procedure for selecting a school name shall be as follows: 1. The Board shall appoint a committee of two citizens from the immediate community served by the particular school, one representative from the teachers’ group, one representative from the classified employees’ group, one Board member and one student; 2. The appointed committee will review the petition or proposal and will forward their recommendation to the Board; 3. The Board has the final decision on all aspect of naming facilities. Recommendation: Administration recommends approval of the petition to rename the facilities as presented. Resolution # 051315-7(c) – Renaming Facilities Be it Resolved that the Siuslaw School District Board of Directors approve the renaming of the Siuslaw High School Gymnasium as the “Glenn Butler Court” and the Siuslaw High School Mall as the “Richard Whitmore Mall.” Tammy Butler, Board Chair Kari Blake, Business Manager/Deputy Clerk 22 23 24 25 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Policy Updates Action Items Item No: 051315-7(d)i Attachment: Yes From: Ethel Angal Date: May 13, 2015 Background: As part of the recent policy rewrite, policy updates which occurred during the rewrite process were not provided until after the final rewrite adoption in February 2015. The first set of these policies were presented to the board in April as a first reading. All updates have been recommended by OSBA and reviewed by administration and board representatives. Director Suzanne Mann-Heintz and Superintended Angal met to review the policies and recommended some minor changes which are noted in red print. The polices reviewed by Angal and Mann-Heintz are: EBB – Integrated Pest Management, EEA - Student Transportation Services, EEACA - Bus Driver Exam and Training, EFAA/EFAA-AR - District Nutrition and Food Services, IIBGA – Electronic Communication System, JHCD – Nonprescription Medication, JHCDA – Prescription Medication, JHCD/JHCDA-AR – Prescription/Nonprescription Medication and KL-AR – Public Complaint Procedure. Directors Paul Burns and Michelle Rose met with Food Service Manager David Bitner to review policy EFA Local Wellness Program and their recommended changes are in red print. Recommendation: Administration recommends adoption of the above policies, as presented. Resolution #051315-7(d)i Policy Revisions Be it resolved that the Siuslaw School District Board of Directors adopt the above policies, as presented. ________________________________ Tammy Butler, Board Chair Kari Blake, Business Manager 26 Siuslaw School District 97J Code: EBB Adopted: 6/13/12 Revised/Readopted: 01/08/14 Integrated Pest Management To ensure the health and safety concerns of student, staff and community members, the district shall adopt an integrated pest management plan (IPM) 1 which emphasizes the least possible risk to students, staff and community members and shall adopt a list of low-impact pesticides for use with the IPM plan. The IPM plan is a proactive strategy that: 1. Focuses on the long-term prevention or suppression of pest problems through economically sound measures that: a. b. c. d. Protect the health and safety of students and staff; Protect the integrity of district buildings and grounds; Maintain a productive learning environment; and Protect local ecosystem health. 2. Focuses on the prevention of pest problems by working to reduce or eliminate conditions of property construction, operation and maintenance that promote or allow for the establishment, feeding, breeding and proliferation of pest populations or other conditions that are conducive to pests or that create harborage for pests; 3. Incorporates the use of sanitation, structural remediation or habitat manipulation or of mechanical, biological and chemical pest control measures that present a reduced risk or have a low-impact and, for the purpose of mitigating a declared pest emergency, the application of pesticides that are not low-impact pesticides; 4. Includes regular monitoring and inspections to detect pests, pest damage and unsanctioned pesticide usage; 5. Evaluates the need for pest control by identifying acceptable pest population density levels; 6. Monitors and evaluates the effectiveness of pest control measures; 7. Excludes the application of pesticides on a routine schedule for purely preventive purposes, other than applications of pesticides designed to attract or be consumed by pests; 8. Excludes the application of pesticides for purely aesthetic purposes; 9. Includes school staff education about sanitation, monitoring, inspection and pest control measures; 10. Gives preference to the use of nonchemical pest control measures; 1 See Model Integrated Pest Management Plan for Oregon Schools at http://www.ipmnet.org/tim/IPM_in_Schools/Model_School_IPM_Plan_Main_Page.html Integrated Pest Management - EBB 1-3 27 11. Allows the use of low-impact pesticides if nonchemical pest control measures are ineffective; and 12. Allows the application of a pesticide that is not a low-impact pesticide only to mitigate a declared pest emergency or if the application is by, or at the direction or order of, a public health official. The district shall designate the maintenance director as the Integrated Pest Management Plan Coordinator give them the authority for overall implementation and evaluation of the IPM plan. Integrated Pest Management Plan Coordinator The IPM Plan Coordinator shall: 1. Attend not less than six hours of IPM training each year. The training shall include at least a general review of integrated pest management principles and the requirements of IPM as required by Oregon statute; 2. Ensure appropriate prior notices are given and posted warnings have been placed when pesticide applications are scheduled; 3. Oversee pest prevention efforts; 4. Ensure identification and evaluation of pest situation; 5. Determine the means of appropriately managing pest damage that will cause the least possible hazard to people, property and the environment; 6. Ensure the proper use and application of pesticide applications when non-pesticide controls have been unsuccessful; 7. Evaluate pest management results; and 8. Keep for at least four years following the application date, records of applied pesticides that include: a. b. c. d. e. f. g. h. i. j. A copy of the label; A copy of the Material Safety Data Safety Sheet; The brand name and USEPA registration number of the product; The approximate amount and concentration of pesticide applied; The location of where the pesticide was applied; The type of application and whether the application was effective; The name(s) of the person(s) applying the pesticide; The pesticide applicator’s license numbers and pesticide trainee or certificate numbers of the person applying the pesticide; The dates and times for the placement and removal of warning signs; and Copies of all required notices given, including the dates the IPM Coordinator gave the notices. Integrated Pest Management - EBB 2-3 28 9. Respond to inquiries about the IPM plan and refer complainants to Board policy KL - Public Complaints; 10. Conduct outreach to district staff about the district’s IPM plan. END OF POLICY Legal Reference(s): ORS 634.116 ORS 634.700 to-750 Cross Reference(s): EB - Safety Program GBE - Staff Health and Safety Corrected 2/05/15 Integrated Pest Management - EBB 3-3 29 Siuslaw School District 97J Code: EEA Adopted: 10/08/08 Revised/Readopted: 01/08/14 Student Transportation Services School transportation services will be provided for students to and from school and [transporting students to and from curricular and extracurricular activites sponsored by the district and] for school-sponsored field trips that are extensions of classroom learning experiences. Transportation will be provided for homeless students to and from the student’s school of origin 1 as required by the No Child Left Behind Act of 2001 (NCLBA). These services shall be provided throughout the regularly scheduled year and during the regular school day as determined by the Board. Students living within specified attendance boundaries shall receive transportation services to their respective schools. In addition, students, including those receiving special education, may be eligible for transportation for health or safety reasons. Miles from school will be determined by the transportation supervisor in accordance with OAR 581-0230040 (1)(c). The district may use Type 10 School Activity Vehicles to transport students from home to school, school to home and from district-sponsored activities. The district may also provide transportation using federal funds 2 or through cooperative agreements with local victims assistance units for a student to attend a safe district school 3 out of the student’s attendance area for any student who is a victim of a violent criminal offense occurring in or on the grounds of the school the student attends or the student attends a school identified as persistently dangerous. If there are no other schools within the district a student may transfer to, the district may establish a cooperative agreement with other districts in the area for a transfer. Transportation for students who transfer for such purposes will be provided in accordance with the agreement. Students attending any private, parochial or public charter school under the compulsory school attendance laws will, where the private, parochial or public charter school is along or near the bus route, be provided equally the riding privileges given to public school students. 1 “School of origin” means the school that the student attended when permanently housed or the school in which the student was last enrolled. 2 Federal funds means funds available through Title IV, Part A, and Title V, Part A. 3 If there is not another school in the district to which students can transfer, districts are encouraged, but not required to, explore other appropriate options, i.e., an arrangement with a neighboring district. Student Transportation Services - EEA 1-3 30 Preschool students with disabilities who have transportation as a related service and children from birth to age three who are enrolled in an eligible program shall be provided home to school transportation. A seat that fully supports each person and meets the minimum standards and specifications of law will be provided at all times. A person who weighs 40 pounds or less must be properly secured with a child safety system that meets the minimum standards and specifications established by the Department of Transportation under ORS 815.055. A person over 40 pounds or who has reached the upper weight limit for the forward-facing car seat must use a booster seat until he/she is four feet nine inches tall or age eight and the adult belt properly fits. 4 A person who is taller than four feet nine inches or eight years of age or older must be properly secured with a safety belt or harness that meets the requirements under ORS 815.055. In accordance with ORS 811.210 and 811.215 vehicles in excess of 10,000 pounds used for student transportation are exempt from statutory requirements unless they have been equipped with lap belts. Vehicles in excess of 10,000 pounds that have been equipped with lap belts must meet child car seat requirements as set forth in law. School buses carrying students will be considered extensions of the school experience. All students using school transportation will abide by the code of conduct posted in each school bus or school activity vehicle. Violations of such code, as well as other conduct which is improper or which jeopardizes the safety of self or others, will be reported by the school bus driver to the supervisor. The transportation supervisor will, as soon as possible, inform the appropriate principal of such occurrence. Violators may be denied use of transportation for a period of time as deemed proper by the principal and/or transportation supervisor. The principal or designee shall ensure transportation officials and drivers receive notification of students having special medical or behavioral protocols identified in student records. Appropriate training related to specific protocols, including confidentiality requirements, will be provided to drivers. Aides or assistants that ride a school bus shall receive training on emergency procedures and their role in the safe transportation of all students on the bus. The school bus driver will be responsible for the school bus at all times from departure until return. The driver will not participate in any activities that might impair his/her driving abilities. The district will comply with all state and federal laws and regulations pertaining to school bus transportation. END OF POLICY 4 “Proper fit” means the lap belt of the safety belt or safety harness is positioned low across the thighs and the shoulder belt is positioned over the collarbone and away from the neck. Student Transportation Services - EEA 2-3 31 Legal Reference(s): ORS 327.006 ORS 327.033 ORS 327.043 ORS 332.405 ORS 332.415 ORS 339.240 to-339.250 ORS 343.155 to-343.246 ORS 343.533 ORS 343.155 to-343.243 ORS 811.210 ORS 811.215 ORS 815.055 ORS 815.080 ORS 820.100 to-820.190 OAR 581-021-0050 to-0075 OAR 581-022-1530 OAR 581-023-0040 OAR 581-053-0002 OAR 581-053-0003 OAR 581-053-0004 OAR 581-053-0010 OAR 581-053-0031 OAR 581-053-0040 OAR 581-053-0053 OAR 581-053-0060 OAR 581-053-0070 OAR 581-053-0210 OAR 581-053-0220 OAR 581-053-0230 OAR 581-053-0240 OAR 735-102-0010 No Child Left Behind Act of 2001, 20 U.S.C. §§ 6315, 7912. Elementary and Secondary Education Act (ESEA) Flexibility Waiver, July 18, 2012. McKinney-Vento Homeless Education Assistance Improvements Act of 2001, 42 U.S.C. §§ 11431-11435 (2005). Cross Reference(s): EEAB - Student Transportation Scheduling/Routing EEAC - School Bus Safety Program EEACC - Student Conduct on School Buses EEAD - Special Use of School Buses Corrected 2/05/15 Student Transportation Services - EEA 3-3 32 Siuslaw School District 97J Code: EEACA Adopted: 08/13/97 Revised/Readopted: 01/08/14 Bus Driver Exam and Training The district or transportation provider shall verify that a Sschool bus drivers’ must pass physical examinations were certified by a medical examiner whose certificate was listed in the Federal Motor Carrier Safety Administration’s National Registry of Certified Medical Examiners as of the date of the issuance of the school bus driver’s examination certificate, and meets such other criteria as established by state and federal law and Oregon Department of Education regulations including the requirements for a commercial driver’s license (CDL). A school bus manufacturer or school bus dealer or school bus mechanic is not required to have a school bus endorsement while operating a school bus that is not transporting students. END OF POLICY Legal Reference(s): ORS 659.840 ORS 659A.300 ORS 659A.306 ORS Chapters 801, 802, 807, 809, 811, 813 ORS 807.038 ORS 820.110 OAR 581-053-0002 OAR 581-053-0003 OAR 581-053-0004 OAR 581-053-0031 OAR 581-053-0040 OAR 581-053-0053 OAR 581-053-0060 Omnibus Transportation Employee Testing Act of 1991, 49 U.S.C. §§ 31301-31317; 49 C.F.R. Parts 40, 382, 391-395 (2006). Federal Motor Carrier Safety Administration Regulations, 49 C.F.R. Part 391, §§ 391.42, 391.43 (2014). Cross Reference(s): GBED - Medical Examinations/Drug Testing GBEDA - Drug and Alcohol Testing – Transportation Personnel GCDA/GDDA - Criminal Records Checks/Fingerprinting Corrected 2/05/15 Bus Driver Exam and Training - EEACA 1-1 33 Siuslaw School District 97J Code: EFA Adopted: 12/13/06 Revised/Readopted: 01/08/14 Local Wellness Program **Suggested changes by board representatives in red. The Board recognizes that childhood obesity has become an epidemic in Oregon as well as throughout the nation. However, research indicates that obesity and subsequent diseases are largely preventable through diet and regular physical activity. Healthy eating patterns and increased physical activity are essential for students to achieve their academic potential, full physical and mental growth and lifelong health and wellbeing. To help ensure students possess the knowledge and skills necessary to make healthy choices for a lifetime, the superintendent shall prepare and implement a comprehensive district nutrition program consistent with state and federal requirements for districts sponsoring the National School Lunch Program (NSLP) and/or the School Breakfast Program (SBP). The program shall reflect the Board’s commitment to providing adequate time for instruction tothat promotes healthy eating through nutrition education, serving healthy and appealing foods at district schools, developing food-use guidelines for staff and establishing liaisons with nutrition service providers, as appropriate. The input of staff (including but not limited to physical education and school health professionals), students, parents, the public, representatives of the school food authority and public health professionals will be encouraged. The superintendent will develop administrative regulations as necessary to implement the goals of this policy throughout the district. Nutrition Promotion and Nutrition Education Nutrition promotion supports the integration of nutrition education throughout the school environment. Nutrition education topics shall be integrated within the sequential, comprehensive health education program taught at every grade level, pre-kindergarten through grade 12, and coordinated with the district’s nutrition and food services operation. Nutrition Guidelines It is the intent of the Board that district schools take abe proactive effort toin encourageing students to make nutritious food choices. All food and beverage items (except those as part of the United States Department of Agriculture’s National School Lunch Program and/or School Breakfast Program or at times when the school is being used for school-related events or nonschool-related events for which parents and other adults are a significant part of an audience or are selling food or beverage items before, during, or after the event such as a sporting event, interscholastic activity, a play, band or choir concert), sold in a K12 public school as part of the regular or extended school day shall meet or exceedthe minimum state and federal standards as set forth in state law. Exceptions to this requirement include items that are part of the USDA National School Lunch Program or School Breakfast Program. Other exceptions are foods and beverages provided in the following instances: Local Wellness Program - EFA 1-3 34 1. When the school is the site of school-related events or events for which parents and other adults are a significant part of an audience; or 2. The sale of food or beverage items before, during or after a sporting event, interscholastic activity, a play, band or choir concert. Although the Board believes that the district’s nutrition and food services operation should be financially self-supporting, it recognizes, however, that the nutrition program is an essential educational and support activity. Therefore, budget neutrality or profit generation must not take precedence over the nutrition needs of its students. In compliance with federal law, the district’s NSLP and SBP shall be nonprofit. The superintendent is directed to develop administrative regulations to implement this policy, including such provisions as may be necessary tothat address all food and beverages items sold and/or served to students at in district schools, including provisions for staff development, family and community involvement and program evaluation. These food and beverage items include (i.e., competitive foods, snacks and beverages sold from vending machines, and school stores, and similar food and beverage items from fund-raising activities and refreshments that are made available at school parties, celebrations and meetings), including provisions for staff development, family and community involvement and program evaluation. Physical Activity The Board realizes that a quality physical education program is an essential component for all students to learn about and participate in physical activity. Physical activity should be included in a school’s daily education program from grades pre-K through 12. Physical activity should include regular instructional physical education as well as co-curricular activities, and recess. The district will develop and assess student performance standards in order to meet or exceed the Oregon Department of Education’s physical education content standards. Reimbursable School Meals The district may enter into an agreement with the Oregon Department of Education (ODE) to operate reimbursable school meal programs. The superintendent will develop administrative regulations as necessary to implement this policy and meet the requirements of state and federal law. These guidelines shall not be less restrictive than regulations and guidance issued by the Secretary of Agriculture pursuant to subsections (a) and (b) of section 10 of the Child Nutrition Act (42 U.S.C. 1779) and section 9(£)(1) and 17(a) of the Richard B. Russell National School Lunch Act (42 U.S.C. 1758(£)(1), 1766(a)(0). [School Employee Wellness[ 1] The district encourages school staff to pursue a healthy lifestyle that contributes to their improved health status, improved morale and a greater personal commitment to the school’s overall wellness program. Many actions and conditions that affect the health of school employees may also influence the health and learning of students. The physical and mental health of school employees is integral to promoting and protecting the health of students and helps foster their academic success. The district’s employee wellness program will promote health and reduce risk behaviors of employees and identify and correct conditions in 1 [This language is optional and is not required by state or federal law.] Local Wellness Program - EFA 2-3 35 the workplace that can compromise the health of school employees, reduce their levels of productivity, impede student success and contribute to escalating health-related costs such as absenteeism. The district will work with community partners to identify programs/services and resources to compliment and enrich employee wellness endeavors. ] Other School-Based Activities The district will promote district and community based activities that foster healthy eating and create environments that promote physical activity. Families and the community will be encouraged to provide healthy food choices in all situations where food is served. Educational workshops, screenings and literature related to healthy food choices and physical activity may be offered to families. Evaluation of the Local Wellness Policy The Board will involve staff (including but not limited to, physical education and school health professionals representatives from each school), parents, students, representatives of the school food authority, public health professionals, each school administrator and the public in the development, implementation and periodic review and yearly update of this policy. In an effort to measure the implementation of this policy the Board designates the superintendent and district principals as the people who will be responsible for ensuring each school meets the goals outlined in this policy. The district will make available to the public annually, an assessment of the implementation, including the extent to which the schools are in compliance with policy, how the policy compares to model policy and a description of the progress being made in attaining the goals of this policy. END OF POLICY Legal Reference(s): ORS 329.496 ORS 332.107 ORS 336.423 OAR 581-051-0100 OAR 581-051-0305 OAR 581-051-0310 OAR 581-051-0400 National School Lunch Program, 7 C.F.R. Part 210 (2006). School Breakfast Program, 7 C.F.R. Part 220 (2006). Healthy, Hunger-Free Kids Act of 2010, Public Law 111-296 Section 204. Cross Reference(s): EFAA - District Nutrition and Food Services EFAL - Child Nutrition - Second Meals Corrected 2/05/15 Local Wellness Program - EFA 3-3 36 Code: EFAA Adopted: 01/08/14 Siuslaw School District 97J District Nutrition and Food Services The district may enter into an agreement with the Oregon Department of Education (ODE) to operate the National School Lunch Program (NSLP) and the Commodity Food Distribution Program (CFDP) by signing a permanent Sponsor-ODE Agreement entitling the district to receive reimbursement for all meals that meet program requirements and to earn commodityUSDA fFood entitlement based on the number of lunches served. The permanent agreement shall be signed by the superintendent or other school official with authority to obligate the district to legally binding contracts, subject to annual ODE renewal and will include, at the district’s option, an agreement to operate the School Breakfast Program (SBP), Summer Food Service Program (SFSP), the Child and Adult Care Food Program (CACFP) and the Special Milk Program (SMP). The district recognizes that meals and snacks served by the district will not be eligible for reimbursement until the annual program update is received and approved by ODE. The permanent Sponsor-ODE Agreement shall include assurances by the district that it will follow all NSLP regulations regarding: 1. Free and reduced price process (updated annually); 2. Financial management of the nonprofit school food service; 3. Civil rights and confidentiality procedures; 4. Meal pattern and Nnutrition content of meals served; 5. Use and control of commodity foods; 6. Accuracy of reimbursement claims; 7. Food safety and sanitation inspections. The superintendent will develop administrative regulations as necessary to implement this policy and meet the requirements of state and federal law. The regulation(s) will be reviewed and adopted by the Board as required by law. END OF POLICY District Nutrition and Food Services - EFAA 1-2 37 Legal Reference(s): ORS 327.520 to -327.535 OAR 581-022-1530(2) OAR 581-051-0100 OAR 581-051-0305 OAR 581-051-0310 OAR 581-051-0400 Nondiscrimination on the Basis of Handicap in Programs or Activities Receiving Federal Financial Assistance, 7 C.F.R. Part 15b (2001). U.S.D.A., ELIGIBILITY GUIDANCE FOR SCHOOL MEALS MANUAL. U.S.D.A., FNS INSTRUCTION 765-7 REV. 2: HANDLING LOST, STOLEN AND MISUSED MEAL TICKETS. Healthy, Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 §§ 203, 205. Cross Reference(s): EFA - Local Wellness Program Corrected 2/05/15 District Nutrition and Food Services - EFAA 2-2 38 Siuslaw School District 97J Code: EFAA-AR Adopted: 01/08/14 Reimbursable School Meals and Milk Programs (National School Lunch Program, School Breakfast Program, Special Milk Program) The district’s nutrition and food services will be operated in accordance with the following requirements: Meal Pricing Procedures 1. The district may operate the Special Milk Program (SMP) at schools where students do not have access to program meals. Under SMP, the district will choose one of the following options: a. b. Nonpricing (serve SMP milk at no charge to all students); Pricing programs without a free option (charge all students for SMP milk); or pricing programs with a free option (distribute confidential applications for free milk and charge only those students for SMP milk who do not qualify for free milk based on the household’s application or direct certification from Supplemental Nutrition Assistance Programs (SNAP)). 2. Reimbursable meals and snacks will be priced as a unit. 3. Reimbursable meals, milk and snacks will be served free or at a reduced price to all children who are determined by the district to be eligible for free or reduced price meals and free milk. 4. Annually, the district will establish prices for reimbursable student meals, and snacks and milk. The price charged to students who do not qualify for free or reduced price meals or free milk will be established annually by the district in compliance with state and federal laws. 1 5. The price charged to students who qualify for reduced price meals will be established annually by the district in compliance with state and federal laws. 2 Application Procedures 1. Households receiving SNAP or Temporary Assistance to Needy Families (TANF) benefits as identified by Oregon Department of Education (ODE), will be automatically eligible for free meals, snacks and milk for the students listed on the official document. Districts must access this document at least three times per year. 2. Households that submit a confidential application will be notified of their student’s eligibility for free or reduced price meals or free milk. Households that are denied free or reduced price benefits will be notified in writing using the ODE template letter distributed to the district annually. 1 The new requirement under Healthy, Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 §§ 205 establishes new criteria for equity in school lunch pricing. 2 According to Direct Certification and Certification of Homeless, Migrant and Runaway Children for Free School Meals, 7 C.F.R Part 245 (2011). Reimbursable School Meals and Milk Programs - EFAA-AR 1-7 39 3. On a case-by-case basis, when a student is known to be eligible for free or reduced price meal or free milk benefits and the household fails to submit a confidential application, the superintendent or designee may complete an application for the student documenting how he/she knows the household income qualifies the student for free or reduced price meal benefits. Parents of a student approved for free or reduced price benefits, when application is made for the student by a school official, will be notified of the decision and given the opportunity to decline benefits. 4. Students who do not qualify for free or reduced price meals or free milk are eligible to participate in the SMP, National School Lunch Program (NSLP) and School Breakfast Program (SBP) and will be charged “paid” meal meals, and snacks and milk prices set by the district. “Paid” category students will be treated equally to students receiving free or reduced price benefits in every aspect of the district’s NSLP, SMP and SBP. 5. The district has established a fair hearing process under which a household can appeal a decision with respect to the household’s application for benefits or any subsequent reduction or termination of benefits. 6. In the event of major employers contemplating large layoffs in the attendance area of the district, the district will provide confidential applications and eligibility criteria for free and reduced price meals or free milk to the employer for distribution to affected employees. Financial Management of the Nonprofit School Food Service 1. The district will maintain a nonprofit school nutrition and food service operation. 2. Revenues earned by the school nutrition and food services will be used only for the operation or improvement of NSLP, SMP and SBP. 3. Lunch and breakfast meals served to teachers, administrators, custodians and other adults not directly involved with the operation of the district’s nutrition and food services will be priced to cover all direct and indirect cost of preparing and serving the meal. 3 4. District nutrition and food services revenues will not be used to purchase land or buildings. 5. The district will limit its nutrition and food services net cash resources to an amount that does not exceed three months average expenditures. 6. The district will maintain effective control and accountability for, and adequately safeguard, all nutrition and food services’ cash, real and personal property, equipment and other assets, and ensure they are used solely for nutrition and food services purposes. 7. The district will meet the requirements for allowable NSLP, SMP and SBP costs as described in Office of Management and Budget (OMB) circular A-87 2 C.F.R. 200. 3 For meals with portion sizes equivalent to student meals, the adult meal price will be no less than the amount of reimbursement for a free-eligible meal, plus the value of commodity foods used in the meal preparation. Reimbursable School Meals and Milk Programs - EFAA-AR 2-7 40 8. In purchasing nutrition and food services goods or services, the district will not accept proposals or bids from any party that has developed or drafted specifications, requirements, statements of work, invitations for bids, requests for proposals, contract terms and conditions or other documents for proposals used to conduct the procurement. 9. All procurement transactions for nutrition and food services goods and services will be conducted according to state, federal and district procurement standards using the applicable cost thresholds. 10. In the operation of its nutrition and food services program, the district will purchase food products that are produced in the United States, whenever possible. Civil Rights and Confidentiality Procedures 1. The district will not discriminate against any student because of his/her eligibility for free or reduced price meals. 2. The district will not discriminate against any student or any nutrition and food services employee because of race, color, national origin, sex, sexual orientation, religion, age or disability. 3. The district will assure that all students and nutrition and food services employees are not subject to different treatment, disparate impact or a hostile environment. 4. Established district procedures will be followed for receiving and processing civil rights complaints related to applications for NSLP, SMP and SBP benefits and services, and employment practices with regard to the operation of its NSLP, SMP and SBP. The district will forward any civil rights complaint regarding the district’s nutrition and food services to ODE’s civil rights coordinator within three days of receiving the complaint. 5. The district will make written or oral translations of all nutrition and food services materials available to all households who do not read or speak English. 6. The district will maintain strict confidentiality of all information on the confidential application for free and reduced price meals or free milk, including students’ eligibility for free or reduced price meals and all household information. The district’s NSLP, SMP and SBP operators are not required to release any information from a student’s confidential application for free or reduced price meals or free milk. No information may be released from a student’s confidential application for free or reduced price meals or free milk without first obtaining written permission from the student’s parent or legal guardian/adult household member signing the application, except as follows: a. b. An individual student’s name and eligibility status may be released without written consent only to persons who operate or administer federal education programs; persons who operate or administer state education or state health programs at the state level; persons evaluating state, education assessment; or persons who operate or administer any other NSLP, SBP, SMP, Summer Food Service Program (SFSP), Child and Adult Care Food Program (CACFP) or the Food Stamp Program; Any other confidential information contained in the confidential application for free and reduced price meals or free milk (family income, address, etc.) may be released without written consent only to persons who operate or administer NSLP, SBP, SMP, CACFP, SFSP Reimbursable School Meals and Milk Programs - EFAA-AR 3-7 41 and the Special Supplemental Nutrition Program for Women, Infants and Children (WIC); the Comptroller General of the United States for audit purposes; and federal, state or local law enforcement officials investigating alleged violation of any of the programs listed above. Nutrition and Menu Planning 1. Meals and snacks served for reimbursement will meet the recommendations of the most current Dietary Guidelines for Americans. 2. Meals and snacks served for reimbursement will meet at least the minimum NSLP and SBP requirements for food items and quantities. 3. Meals served for reimbursement will: a. b. c. d. Meet all minimum and maximum calorie range requirements by grade level; Meet the maximum standards set for saturated fat; Meet the maximum standards set for sodium by grade level; and Meet the requirement for zero grams of trans fats. 4. The district will use the offer versus serve option when serving NSLP lunches to senior high school students. High school students must take at least three of five different food items including onehalf cup of fruit or vegetable offered in program lunches. 5. The district will use the offer versus serve option when serving program breakfasts to senior high school students. High school students must take at least three of four food items, including one-half cup of fruit or vegetable offered in program breakfasts. 6. The district will use the offer versus serve option when serving program lunches to students below senior high school grades. Students below high school grades will be required to take three of the five food items, including one-half cup of fruit or vegetable offered in program lunches. 7. The district will use the offer versus serve option when serving program breakfasts to students below senior high school grades. Students below high school grades will be required to take three of the four food items, including one-half cup of fruit offered in program breakfasts. 8. A copy of the Board minutes adopting the offer versus serve policy for students below high school grades for program lunches and/or for all students in the district for program breakfasts, as applicable, will be made available upon request. 4 Use and Control of Commodity Foods 1. The district will accept and use commodity foods in as large a quantity as may be efficiently utilized in the reimbursable lunch and breakfast program. 2. The district will maintain necessary safeguards to prevent theft or spoilage of commodity foods. 4 Modify the language of this item to be reflective of the options the district has selected for offer versus serve. Reimbursable School Meals and Milk Programs - EFAA-AR 4-7 42 3. The value of commodity foods used for any food production other than NSLP, SBP or snacks shall be replaced in the food service inventory. Accuracy of Reimbursement Claims 1. The district will claim reimbursement only for reimbursable meals, snacks and milk served to eligible children. 2. All meals, snacks and milk claimed for reimbursement will be counted at each dining site at a “point of service” where it can be accurately determined that the meal, snacks and milk meets NSLP, SMP and SBP requirements for reimbursement. 3. The person responsible for determining reimbursability of meals and snacks will be trained to recognize a reimbursable meal and snack under the menu planning approach used at the school. 4. The district official signing the claim for reimbursement will review and analyze monthly meal, snacks and milk counts to ensure accuracy of the claim, before submitting the claim to ODE. 5. Annually, by November 15, the district will verify a random sample of applications according to NSLP verification requirements. Instructions for completing the verification process will be sent by ODE to the district in October each year. Food Safety and Sanitation Inspections 1. The district will maintain necessary facilities for storing, preparing and serving food and milk. 2. Semiannually, the district will schedule food safety inspections with the county Environmental Health Department or Oregon Department of Human Resources for each school or dining site under its jurisdiction. 3. The district will maintain health standards in compliance with all applicable state food safety regulations at each school or dining site under its jurisdiction. General USDA NSLP/SBP/SMP Requirements 1. The district will ensure that no student is denied a meal as a disciplinary action. 2. Breakfast will be served in the morning hours, at or near the beginning of the student’s school day. 3. Lunch will be served between the hours of 10 a.m. and 2 p.m. 4. The district will provide substitute foods for students who are determined by a licensed physician to be legally disabled and whose disability restricts their diet. Substitutions will be provided only when a medical statement from the licensed physician is on file at the school. The medical statement must state the nature of the child’s disability and how the disability affects the child’s nutrition needs, and it must provide a medical prescription for substitute foods or texture modification. The district will not charge more than the price of the school meal, as determined by the child’s eligibility status, for substitute meals or foods. Reimbursable School Meals and Milk Programs - EFAA-AR 5-7 43 5. The district will control the sale of the following foods of minimal nutritional value (FMNV): carbonated beverages, water ices, chewing gum, hard candy, jelly and gum candies, marshmallow candy, fondant (candy corn-type), licorice, cotton candy and candy-coated popcorn competitive foods. 6. The district will ensure that soda pop vending machines and sales of other FMNV will not be allowed in any school’s dining site(s) during the time(s) when NSLP lunch meals or SBP breakfast meals are served or eaten. Dining sites are cafeterias and any other place where NSLP lunch meals or SBP breakfast meals are served or eaten. 6. The district will ensure that potable drinking water will be available to students, free of charge for consumption in the place where meals are served during meal service. 5 7. The district’s meal charging requirements are as follows: A charge account for students paying full or reduced price for meals may be established with the district. Students may charge no more than four meals. Any student failing to keep his/her account current as required by the district shall not be allowed to charge the price of further meals until the account has been paid in full but will be allowed to purchase a meal if the student pays for the meal when it is received. At least one written warning shall be provided to a student and his/her parent prior to denying meals for exceeding the district’s charge limit. Students or parents of students may prepay meal costs. 6 8. The sale of foods (other than FMNV) in competition with the district’s lunch (NSLP) or breakfast (SBP) programs will be allowed in dining sites during lunch and breakfast periods with Board approval only when all income from the food sales accrues to the benefit of the district’s nutrition and food services or accrues to a school or student organization approved by the Board. A copy of the Board minutes approving and defining competitive food sales will be made available upon request. 10. The district will not use nutrition and food services funds to purchase FMNV for sale unless the proceeds from the sale of those foods is deposited into the Nutrition and Food Services account in an amount sufficient to cover all direct and indirect costs relating to the purchase and service of the foods. 11. Soda pop and any other FMNV will not be offered “at no additional cost” with NSLP lunch meals or SBP breakfast meals in any district school. Record Keeping 1. All currently approved and denied confidential applications for free and reduced price meals, free milk and all current direct certification documents will be maintained for three years after the current school year. Records will be maintained longer in the event of an unresolved audit(s), until the audit(s) has been completed. 5 New requirement under Healthy, Hunger-Free Kids Act of 2010, 42 U.S.C. 1751 §§ 203. [Language is suggested only. ]Revise to reflect district’s meal charging requirements and ensure information is communicated to students and parents. 6 Reimbursable School Meals and Milk Programs - EFAA-AR 6-7 44 2. All currently approved and denied confidential applications for free and reduced price meals, free milk and all current direct certification documents will be readily retrievable by school or site and made available to state or federal reviewers upon request. 3. The district will maintain financial records that account for all revenues and expenditures of the nonprofit school nutrition and food services programs for a period of three years after the school year to which they pertain. Corrected 2/05/15 Reimbursable School Meals and Milk Programs - EFAA-AR 7-7 45 Siuslaw School District 97J Code: Adopted: Revised/Readopted: Orig. Code(s): IIBGA 12/12/01 03/12/14 IIBGA Electronic Communications System The Board is committed to the development and establishment of a quality, equitable and cost effective electronic communications system. The system’s sole purpose shall be for the advancement and promotion of learning and teaching. The district’s system will be used to provide statewide, national and global communications opportunities for staff and students. The superintendent will establish administrative regulations for the use of the district’s system including compliance with the following provisions Children’s Internet Protection Act: 1. Technology protection measures, installed and in continuous operation, that protect against Internet access by both adults and minors to visual depictions that are obscene, child pornography or, with respect to the use of the computers by minors, harmful to minors; 2. Monitoring the online activities of minors; 3. Denying access by minors to inappropriate matter on the Internet and World Wide Web; 4. Ensuring the safety and security of minors when using electronic mail, chat rooms and other forms of direct electronic communications; 5. Prohibiting unauthorized access, including so-called “hacking” and other unlawful activities by minors online; 6. Prohibiting unauthorized disclosure, use and dissemination of personal information regarding minors; 7. Installing measures designed to restrict minors’ access to materials harmful to minors; 8. Educating minors about appropriate online behavior, including cyberbullying awareness and response, and how to interact with other individuals on social networking sites and in chat rooms. The superintendent will establish administrative regulations for use of the district’s system by staff using their own personal electronic devices to download and store district proprietary information including personally recognizable information about the district students or staff. Regulations shall insure compliance with privacy rights under applicable federal and state laws and regulations, including but not limited to the Age Discrimination in Employment Act of 1967 (ADEA), the Americans with Disabilities Act (ADA), the Genetic Information Nondiscrimination Act of 2008 (GINA) and the Health Insurance Portability and Accountability Act of 1996 (HIPPA). Electronic Communications System - IIBGA 1-2 46 The administrative regulations will be consistent with sound guidelines as may be provided by the education service district, the Oregon Department of Education and/or the Oregon Government Ethics Commission and will include a complaint procedure for reporting violations. The superintendent will also establish administrative regulations for use of the district’s electronic communications system to comply with copyright law. Failure to abide by district policy and administrative regulations governing use of the district’s system may result in the suspension and/or revocation of system access. Additionally, student violations will result in discipline up to and including expulsion. Staff violations will also result in discipline up to and including dismissal. Violations of law will be reported to law enforcement officials. Fees, fines or other charges may also be imposed. END OF POLICY Legal Reference(s): ORS 30.765 ORS 133.739 ORS 163.435 ORS 164.345 ORS 164.365 ORS 167.060 ORS 167.065 ORS 167.070 ORS 167.080 ORS 167.087 ORS 167.090 ORS 167.095 ORS Chapter 192 ORS 332.107 ORS 336.222 ORS 339.250 ORS 339.270 OAR 581-021-0050 OAR 581-021-0055 OAR 584-020-0040 OAR 584-020-0041 Children’s Internet Protection Act, 47 U.S.C. Sections 254 (h) and (l) (2008); 47 CFR Section 54.520 (2001). Copyrights, Title 17, as amended, United States Code; 19 CFR Part 133 (2000). Oregon Attorney General’s Public Records and Meetings Manual, pp. 24-26, Appendix H, Department of Justice (2001). Safe and Drug-Free Schools and Communities Act, 20 U.S.C. Sections 7101-7117. Drug-Free Workplace Act of 1988, 41 U.S.C. Sections 701-707; 34 CFR Part 85, Subpart F. Controlled Substances Act, 21 U.S.C. Section 812, schedules I through V, 21 CFR 1308.11-1308.15 (2000). Drug-Free Schools and Communities Act Amendments of 1989, P.L. 101-226, 103 Stat. 1928. Americans with Disabilities Act of 1990, 42 U.S.C. Sections 12101-12213; 29 CFR Part 1630 (2000); 28 CFR Part 35 (2000). Family Educational Rights and Privacy Act, 20 U.S.C. Section 1232g; 34 CFR Part 99 (2000). Oregon Government Standards and Practices Commission, Advisory Opinion No. 98A-1003 (July 9, 1998). No Child Left Behind Act of 2001, P.L. 107-110, Title II, Section 2441. Americans with Disabilities Act Amendments Act of 2008. Corrected 2/05/15 Electronic Communications System - IIBGA 2-2 47 Siuslaw School District 97J Code: JHCD Adopted: 06/25/98 Revised/Readopted: 8/11/10; 04/09/14 Administering Noninjectable Medicines to Students Nonprescription Medication** The district recognizes that administering of nonprescription medication to students and/or self medication may be necessary when the failure to take such medication would jeopardize the health of the student or the student would not be able to attend school if medication was not made available during school hours, would prevent the student from attending school. Consequently, students may be permitted to take noninjectable prescription or nonprescription medication at school, on a temporary or regular basis. The district reserves the right to reject a request to administer or allow self administration of a nonprescription medication when such medication is not necessary for the student to remain in school. When directed by a physician or other licensed health care professional, students grades K-12 will be allowed to self-administer medication. A medical protocol regarding each student who self administers medication will be developed, signed by a physician or other licensed health care professional and parent, and kept on file. Permission for self-administered medication may be revoked at any time if the student violates policy or medical protocol. All requests for the district to administer medication to a student shall be made by the parent in writing. Requests shall include the written instructions of the physician for the administration of a prescription medication to a student or the written instructions of the parent for the administration of a nonprescription medication to a student. A prescription label will be deemed sufficient to meet the requirements for written physician instructions. A request to the district to allow a student to self medicate with a nonprescription medication shall include written permission and instruction from a parent or guardian, and shall include an assurance from the parent or guardian that the student has received appropriate instruction for its use. A request to the district to administer a nonprescription medication shall include written permission and instruction from a parent or guardian. The district shall designate staff authorized to administer medication to students. Training shall be provided as required by law. The district reserves the right to reject a request to administer prescription or nonprescription medication when such medication is not necessary for the student to remain in school. This policy and administrative regulation shall not prohibit, in any way, the administration of first aid to students by district employees in accordance with established state law, Board policy and procedures. Administering Noninjectable Medicines to Students Nonprescription Medication** - JHCD 1-2 48 The superintendent shall develop administrative regulations as needed to meet the requirements of law, Oregon Administrative Rules and for the implementation of this policy. Regulations will include provisions for student self-medication. END OF POLICY Legal Reference(s): ORS 109.640 ORS 339.866 to -339.871 ORS 433.800 to -433.830 OAR 166-400-0010(17) OAR 166-400-0060(29) OAR 581-021-0037 OAR 581-022-0705 Cross Reference(s): JHCDA - Prescription Medication** Administering Noninjectable Medicines to Students Nonprescription Medication** - JHCD 2-2 49 Siuslaw School District 97J Code: JHCDA Adopted: 09/12/07 Revised/Readopted: 08/11/10; 04/09/14 Administering Injectable Medicines to Students Prescription Medication** The district recognizes a need to ensure the health and well-being of students who require regular injections regular doses of medication as a result of experiencing an severe allergic reaction or have a need to manage hypoglycemia, asthma or diabetes. Therefore, in situations wWhen a licensed health care professional is not immediately available, a designated trained staff member may administer to a students, by means of injection, epinephrine, glucagon or other medications as prescribed and allowed by Oregon law (OAR 851-047-0030). When directed by a physician or other qualified health care professional, students in grades K-12 may be allowed to self administer medication, including medication for asthma or severe allergy as defined by state law. A medical protocol regarding each written treatment plan for student who self administers injectable medication will be developed, and signed by a physician or other Oregon licensed health care professional and parent and kept on file. Permission for self administered medication may be revoked if the student violates policy or medical protocol. A written request and permission form signed by a parent or guardian is required and will be kept on file. If the student is deemed to have violated Board policy or medical protocol by the district, the district may revoke the permission given to a student to self-administer medication. All requests for the district to administer injectable prescription medication to a student shall be made by the parent in writing include the written permission of the parent or guardian. Requests and shall be accompanied by the physician’s order for administering epinephrine, glucagon, or other medication as allowed by law by written instructions from a physician, physician assistant or nurse practitioner. A prescription label prepared by a pharmacist will be deemed sufficient to meet the requirements for a physician’s order for epinephrine, glucagon or other medication. The district reserves the right to reject a request to administer or allow self administration of a medication when such medication is not necessary for the student to remain in school. A premeasured dose of epinephrine may be administered by designated, trained district staff to any student or other individual on school premises who the personnel believe, in good faith, is experiencing a severe allergic reaction, regardless of whether the student or individual has a prescription for epinephrine. A process shall be established by which, upon parent written request, a backup prescribed autoinjectable epinephrine be is kept at a reasonable, secured location in the student’s classroom as provided by state law. The district may designate staff authorized to administer epinephrine and glucagon or other medication as allowed under Oregon law. Training shall be provided to designated staff as required by law in accordance with approved protocols as established by the Oregon Department of Human Services, Health Services Health Authority. Staff designated to receive training shall also receive bloodborne pathogens training. A current first-aid and CPR-card will also be required. InjectablePrescription medication will be handled, stored, monitored, disposed of and records maintained in accordance with established district regulations governing administering noninjectable/ or injectable, or Administering Injectable Medicines to Students Prescription Medication** - JHCDA 1-2 50 prescription or nonprescription medicines to students including procedures for the disposal of sharps and glass. The superintendent will ensure student health management plans are developed as required by training protocols, maintained on file and pertinent health information is provided to district staff as appropriate. Such plans will include provisions for administering medication and/or responding to emergency situations including those occurring during curricular and extracurricular activities held after regular school hours and on or off district property while the student is in school, at a school-sponsored activity, under the supervision of school personnel, in before- or after-school care programs on school-owned property and in transit to or from school or school-sponsored activities. This policy and administrative regulation shall not prohibit, in any way, the administration of recognized first aid to students by district employees in accordance with established state law, Board policy and procedures. END OF POLICY Legal Reference(s): ORS 109.640 ORS 339.866 to -339.871 ORS 433.800 to -433.830 ORS 475.005 to -475.285 OAR 166-400-0010(17) OAR 166-400-0060(29) OAR 333-055-0000 to -0035 OAR 581-021-0037 OAR 581-022-0705 OAR 851-047-0030 OAR 851-047-0040 Cross Reference(s): JHCD - Administering Noninjectable Medicines to Students Nonprescription Medication** Corrected 2/05/15 Administering Injectable Medicines to Students Prescription Medication** - JHCDA 2-2 51 Siuslaw School District 97J Code: JHCD/JHCDA-AR Revised/Reviewed: 03/05/99; 08/11/10; 04/09/14 Administering Noninjectable/Injectable Medicines to Students Prescription/Nonprescription Medication** Students may, subject to the provisions of this regulation, have noninjectable/injectable prescription or nonprescription medication administered by designated, trained school staff. Self-medication by students may also be permitted in accordance with this regulation and state law. 1. Definitions a. b. c. d. e. f. g. “Prescription medication” means any noninjectable/injectable drug, chemical compound, suspension or preparation in suitable form for use as a curative or remedial substance taken either internally or externally by a student under the written direction of a physician. Prescription medication includes any prescription for bronchodilators or autoinjectable epinephrine prescribed by a student’s Oregon licensed health care professional for asthma or severe allergies. Prescription medication does not include dietary food supplements. “Nonprescription medication” means only commercially prepared, nonalcohol based medication to be taken at school that is necessary for the student to remain in school. This shall be limited to eyes, nose and cough drops, cough suppressants, analgesics, decongestants, antihistamines, topical antibiotics, anti-inflammatories and antacids that do not require written or oral instructions from a physician. Nonprescription medication does not include dietary food supplements. “Physician” means a doctor of medicine or osteopathy, a physician assistant licensed to practice by the Board of Medical Examiners for the state of Oregon, a nurse practitioner with prescriptive authority licensed by the Oregon State Board of Nursing, a dentist licensed by the Board of Dentistry for the state of Oregon, an optometrist licensed by the Board of Optometry for the state of Oregon or a naturopathic physician licensed by the Board of Naturopathy for the state of Oregon. “Student self-medication” means a student must be able to administer medication to himself/herself without requiring a trained staff member to assist in the administration of the medication. “Age-appropriate guidelines” means the student must be able to demonstrate the ability, developmentally and behaviorally, to self-medicate with permission from parent or (guardian), administrator, and in the case of a prescription medication, a physician. “Training” means yearly instruction, by a qualified trainer, to be provided to designated staff on the administration of prescription and nonprescription medication, based on requirements set out in guidelines approved by the Oregon Department of Education (ODE), including discussion of applicable district policies, procedures and materials. “Qualified trainer” means a person who is familiar with the delivery of health services in a school setting and who is a registered nurse licensed by the Oregon State Board of Nursing, a physician, or a pharmacist licensed by the State Board of Pharmacy for the state of Oregon. Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 1-7 52 h. i. j. 2. Designated Staff/Training a. b. c. d. e. 3. “Severe allergy” means a life-threatening hypersensitivity to a specific substance such as food, pollen or dust. “Asthma” means a chronic inflammatory disorder of the airways that requires ongoing medical intervention. “Designated staff” means the staff person who is designated by the building principal to administer prescription or nonprescription medication. The principal will designate trained staff authorized to administer prescription or nonprescription medication to students within individual school buildings and while participating at school-sponsored activities on or off district property while the student is in school, at a school-sponsored activity, under the supervision of school personnel, in before- or after-school care programs on school-owned property and in transit to or from school or school-sponsored activities. The building principal will supervise and ensure building and activity practices and procedures are consistent with the requirements of law, rules and this regulation. The principal will ensure the training required by law and Oregon Administrative Rules is provided. Training must be conducted by a qualified trainer. Training will provide an overview of applicable provisions of Oregon law, administrative rules, district policy and administrative regulations and include, but not be limited to the following: safe storage, handling, monitoring medication supplies, disposing of medications, record keeping and reporting of medication administration and errors in administration, emergency medical response for life threatening side effects and allergic reactions and student confidentiality. Materials as recommended and/or approved by ODE will be used. Training will be provided yearly to designated staff authorized to administer medication to students. A copy of the district’s policy and administrative regulation will be provided to all staff authorized to administer medication to students and others as appropriate. Administering Premeasured Doses of Epinephrine to a Student or Other Individual A premeasured dose of epinephrine may be administered by trained, designated district staff to any student or other individual on school premises who the personnel believe, in good faith, is experiencing a severe allergic reaction, regardless of whether the student or individual has a prescription for epinephrine. 4. Administering Medications to Students a. A Rrequests for designated staff to administer medication to a students may be approved by the district as follows and subject to the following: (1) A written request for the district designated staff to administer prescription medication to a student, if because of the prescribed frequency for the medication, the medication must be given while the student is in school, at a school-sponsored activity, while under the supervision of school personnel, in before- or after-school care programs on school- Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 2-7 53 owned property and in transit to or from school or school-sponsored activities, must be submitted to the school office to and shall include: (a) (b) The written signed permission of the parent or guardian; The written instruction from the physician, physician assistant or nurse practitioner for the administration of the prescription medication to the student including: (i) (ii) (iii) (iv) (v) (vi) Name of the student; Name of the medication; Route Method of administration; Dosage; Frequency of administration; and Other special instruction, if any. The prescription label will be considered to meet this requirement if it contains the information listed in (ai.)-(fvi.) above. (2) A written request for the district to administer nonprescription medication must be submitted to the school office to and shall include: (a) (b) The written signed permission of the parent or guardian; The written instruction from the parent or guardian for the administration of the nonprescription medication to the student including: (i) (ii) (iii) (iv) (v) (vi) Name of the student; Name of the medication; Route Method of administration; Dosage; Frequency of administration; Other special instruction, if any. b. c. d. 5. Medication is to be submitted in its original container; Medication is to be brought to and returned from the school by the parent; It is the parent’s responsibility to ensure that an adequate amount of medication is on hand at the school for the duration of the student’s need to take medication; e. It is the parent’s responsibility to ensure that the school is informed in writing of any changes in medication instructions; f. In the event a student refuses medication, the parent will be notified immediately. No attempt will be made to administer medication to a student who refuses district administered medication; g. Any error in administration of medication will be reported to the parent immediately and documentation made on the district’s Accident/Incident Report form. Errors include but are not limited to administering medication to the wrong student, administering the wrong medication, dose, time frequency of administration, route method of administration, etc.; h. Medication shall not be administered or self-medication allowed until the necessary permission form and written instructions have been submitted as required by the district. Student Self-Medication of a Prescription or Nonprescription Medication Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 3-7 54 a. Student Sself-medication of prescription and nonprescription medication for by K-12 students, including students with asthma or severe allergies, will be allowed subject to the following: (1) (2) (3) b. Student self-medication of nonprescription medication by K-12 students may be allowed subject to the following: (1) (2) c. d. (2) f. A parent or guardian permission form and other documentation requested by the district must be submitted for self-medication of all nonprescription medications. The signed form from the parent or guardian will ensure the student has received proper instruction for use; Principal permission for all self-medication of nonprescription medicine requests is required. Students who are developmentally and/or behaviorally unable to self-medicate will be provided assistance by designated staff. A permission form and written instructions will be required as provided in Section 3.4. a. and b. above; All prescription and nonprescription medication must be kept in its appropriately labeled, original container, as follows: (1) e. A parent ( or guardian) signed permission; form and other documentation requested by the district must be submitted for self-medication of all prescription and nonprescription medications. In the case of prescription medications, permission from the physician or other licensed health care professional is also required. Such permission may be indicated on the prescription label.; A prescription written by an Oregon licensed health care professional that includes a written treatment plan from a licensed health care professional for the managing of student’s asthma, diabetes and/or severe allergy, and will be required for use of medication by the student during school hours while the student is in school, at a schoolsponsored activity, while under the supervision of school personnel, in before- after after-school care programs on school-owned property and in transit to or from school or school-sponsored activities, and acknowledgment the student has been instructed in the correct and responsible use of the medication.; Principal permission is required for all self-medication of prescription medication requests; is required. Prescription labels must specify the name of the student, name of the medication, dosage, route method of administration and frequency or time of administration and any other special instruction including student permission for the student to self-medicate; Nonprescription medication must have the student’s name affixed to the original container. The student may have in his/her possession only the amount of medication needed for that school day, except for manufacturer’s packaging that contains multiple dosage, the student may carry one package, such as but not limited to, autoinjectable epinephrine or bronchodilators/inhalers; Sharing and/or borrowing of any medication with another student is strictly prohibited; Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 4-7 55 g. h. i. j. 6. Any medication required for use longer than 10 school days will be permitted only upon the written request of the parent. For students who have been prescribed bronchodilators or epinephrine, staff will request from the parent or guardian, that the parent or guardian provide back up medication for emergency use by that student. Backup medication, if provided by the parent or guardian, will be kept at the student’s school in a location to which the student has immediate access in the event the student has an asthma and/or severe allergy emergency; Upon written parent request and with a physician’s written statement that the lack of immediate access to a backup autoinjectable epinephrine may be life threatening to a student, and the location the school stores backup medication is not located in the student’s classroom, a process shall be established to allow the backup autoinjectable epinephrine to be kept in a reasonably secure location in the student’s classroom; Permission to self-medicate may be revoked if the student violates the Board’s policies JHCD - Administering Noninjectable Medicines to Students, JHCDA - Administering Injectable Medicines to Students policy and/or these administrative regulations. Additionally, students may be subject to discipline, up to and including expulsion, as appropriate. Handling, Storage, Monitoring Medication Supplies a. b. c. d. Medication administered by designated staff or self administered by the student, must be delivered by the parent to the school, in its original container, accompanied by the permission form and written instructions, as required above. Medication in capsule or tablet form and categorized as a sedative, stimulant, anti-convulsant, narcotic analgesic or psychotropic medication will be counted by designated staff in the presence of another district employee upon receipt, documented in the student’s medication log and routinely monitored during storage and administration. Discrepancies will be reported to the building principal immediately and documented in the student’s medication log. For such medication not in capsule or tablet form, standard measuring and monitoring procedures will apply. Designated staff will follow the written instructions of the physician and parent and training guidelines as may be recommended by the ODE for administering all forms of noninjectable/injectable prescription and/or nonprescription medications. Medication will be secured as follows: (1) (2) (3) Nonrefrigerated medications will be stored in a locked cabinet, drawer or box; Medications requiring refrigeration will be stored in a locked box in a refrigerator; Access to medication storage keys will be limited to the principal and designated staff. e. 7. Designated staff will be responsible for monitoring all medication supplies and for ensuring medication is secure at all times, not left unattended after administering and that the medication container is properly sealed and returned to storage. f. In the event medication is running low or inadequate dosage is on hand to administer the medication, the designated staff will notify the parent immediately. Emergency Response a. Designated staff will notify 911 or other appropriate emergency medical response systems and administer first aid as necessary in the event of life threatening side effects that result from Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 5-7 56 b. 8. district administered medication or from student self-medication or allergic reactions. The parent and principal will be notified immediately. Minor adverse reactions that result from district administered medication or from student selfmedication will be reported to the parent immediately. Disposal of Medications a. Medication not picked up by the parent at the end of the school year or within five school days of the end of the medication period, whichever is earlier, will be disposed of by designated staff in a nonrecoverable fashion as follows: (1) (2) b. 9. All medication will be disposed of by designated staff in the presence of another school employee. Documentation and Record Keeping a. A medication log will be maintained for each student administered medication by the district. The medication log will include but not be limited to: (1) (2) (3) (4) (5) (6) b. 1 Medication in capsule, tablet or liquid form will be removed from their original container (destroy any personal information). Crush solid medications, mix or dissolve in water (this applies to liquid as well) and mix with an undesirable substance such as coffee grounds, kitty litter, flour etc., and place it in impermeable non-descriptive containers such as empty cans or sealable bags, placing these containers in the trash. Flush prescriptions down the toilet only if the accompanying patient information specifically instructs it is safe to do so (ONDCP Federal Government Guidelines February 20, 2007); Other medication will be disposed of in accordance with established training procedures including sharps and glass. The name, dose and route method of administration of medication administered, date, time of administration and name of the person administering the medication; Student refusals of medication; Errors in administration of medication 1; Emergency and minor adverse reaction incidents1; Discrepancies in medication supply; Disposal of medication including date, quantity, manner in which the medication was destroyed and the signature of the staff involved. All records relating to administration of medicines, including permission slips and written instructions, will be maintained in a separate, medical file apart from the student’s education records file unless otherwise related to the student’s educational placement and/or individualized education program. Records will be retained in accordance with applicable provisions of OAR 166-414-0010 (22), (23) and (24). Designated staff may note incident by symbol in medication log and attach detailed documentation as necessary. Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 6-7 57 c. Student medical files will be kept confidential. Access shall be limited to those designated staff authorized to administer medication to students, the student and his/her parents. Information may be shared with staff with a legitimate educational interest in the student or others as may be authorized by the parent in writing. A school administrator, school nurse, teacher or other district employee designated by the school administrator, the school district and member of the district board, are not liable in a criminal action or for civil damages as a result of the administration of prescription and/or nonprescription medication as per ORS 339.870 state law. A school administrator, school nurse, teacher or other district employee designated by the school administrator, the school district and members of the district board, are not liable in a criminal action or for civil damages as a result of a student’s use of medication. A school administrator, school nurse, teacher or other district employee designated by the school administrator, are not liable in a criminal action or for civil damages as a result of a student’s selfadministration of medication, when that person in good faith assisted the student in self-administration of the medication, as per state law. A school administrator, school nurse, teacher or other district employee are not liable in a criminal action or for civil damages, when in good faith administers autoinjectable epinephrine to a student or other individual with a severe allergy, who is unable to self administer the medication, as per state law. A school district and the members of a school district board are not liable in a criminal action or for civil damages when a student or individual is unable to self-administer medication, when any person in good faith administers autoinjectable epinephrine to a student or individual, as per state law. Corrected 2/05/15 Administering Noninjectable/Injectable Medicines to udentsPrescription/ Nonprescription Medication** - JHCD/JHCDA-AR 7-7 58 Siuslaw School District 97J Code: KL-AR Revised/Reviewed: 12/16/98; 05/14/14 Public Complaint Procedure The following procedure will be used for all complaints, except those against staff and instructional materials: 1. A student or parent with a complaint shall generally first present it orally and informally to his/her teacher or the appropriate school employee. It is the intent of the district to solve problems and address all complaints as close as possible to their origin; 2. If the complaint is not resolved, the complainant may formally present the complaint in writing (including all supporting statements and evidence) within 10 working days of the meeting with the employee, of the informal conference to the principal. The principal shall evaluate the evidence and render a decision within five working days after receiving the appeal written complaint; 3. If the complainant deems it desirable to carry the complaint beyond the decision reached by the principal, he/she may, within five working days, file the complaint with the superintendent or his/her designee. The superintendent or his/her designee shall evaluate the evidence and render a decision within five working days after receiving the appeal written complaint; 4. If the complainant deems it desirable to carry the complaint beyond the decision reached by the superintendent or his/her designee, he/she may within five working days of receiving the superintendent’s decision, request a review by the Board at its next regularly scheduled meeting. A final determination shall be made within 20 working days from receipt of the appeal by the Board; 5. Persons may, after exhausting local complaint procedures, appeal in writing to the Superintendent of Public Instruction. Time The number of days given at each level shall be regarded as a maximum and every effort will be made to expedite the process. The time limits stated may be extended by mutual agreement of the complainant and the administration. Withdrawal A complaint may be withdrawn by the complainant at any level without prejudice, reprisal or record. Meetings and Decisions At each of the levels the complainant shall be given the opportunity to be present and to be heard. All decisions at each level shall be in writing and include supporting rationale with the exception of the initial Public Complaint Procedure - KL-AR 1-3 59 informal contact. Copies of all decisions and recommendations shall be furnished promptly to all parties of interest. Public Complaints about District Personnel Whenever a complaint about personnel is made directly to the Board as a whole or to a Board member as an individual, it will be referred to administration for study and possible solutions. The individual employee involved will be advised of the nature of the complaint and will be given every opportunity for explanation, comment and presentation of the facts as he/she sees them. If it appears necessary, administration, the person who made the complaint or the employee involved, may request a meeting with the Board for the purposes of fuller study and a decision by this body. Generally all parties involved, including the school administration, will be asked to attend such a meeting for the purposes of presenting additional facts, making further explanations and clarifying the issues. The Board will conduct such meetings in as fair and just a manner as possible. The Board may request a disinterested third party to act as moderator to help reach a mutually satisfactory solution. (See IIA-AR Instructional Materials) Public Complaint Procedure - KL-AR 2-3 60 Complaint Form Complainant School Date of Incident Address City, State, Zip Phone Specific Complaint: (Please provide detailed information including names, dates, places, activities.) Suggested Correction: Signature Date Office Use: Disposition of Complaint: Signature: Date: cc: District Office Corrected 2/05/15 Public Complaint Procedure - KL-AR 3-3 61 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Policy Updates Action Items Item No: 051315-7(d)ii Attachment: No From: Ethel Angal Date: May 13, 2015 Background: As part of the recent policy rewrite (2013/2014), policy updates which occurred during the rewrite process were not provided until after the final rewrite adoption in February 2015. This second set of policy updates will be considered as a first reading. The policies will be provided to the board separately and may also be found the school district website under “2014-2015 Board Meeting Information.” Recommendation: Administration recommends the board appoint a representative(s) to review the attached policies with administration. The policies will be brought back to the June meeting for a 2nd reading and possible adoption. 62
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