NORTHWEST EDUCATION SERVICE DISTRICT 189
BOARD OF DIRECTORS
REGULAR MEETING
MINUTES
December 18, 2023; 1:30 PM
Northwest Educational Service District
1601 R Ave, Anacortes, WA 98221
Call to Order / Pledge of Allegiance
The regular meeting of the Northwest Educational Service District Board of Directors was held in person on Monday, December 18, 2023. Acting Board Chair Mark Venn called the meeting to order at 1:25 PM at the Northwest Educational Service District in Anacortes, WA.
Members present:
Merle Kirkley
Mark Venn
Jack Thompson
Oscar Escalante
Ann McMurray (Zoom)
Staff present:
Larry Francois
David Forsythe
Jennifer Longchamps
Approval of Minutes
The minutes of the November 27, 2023, regular board meeting were presented for approval. Jack Thompson moved, and Oscar Escalante seconded, to approve the minutes of the November 27, 2023, regular board meeting. Motion carried.
Comments From the Public
No public comment was provided.
Approval of Agenda
Additions to the agenda were identified as:
- 5.h Approval of Additional Out-of-State Travel
- 9.d AESD Executive Board Actions Regarding the Annual AESD Conference
Jack Thompson moved, and Merle Kirkley seconded, to approve the agenda as amended. Motion carried.
Consent Agenda
Approval of the General Fund Warrants
Approval of the General Fund warrants #205822 through #205877 in the amount of $780,620.70 and accounts payable electronic wire transfer payment #000000072 in the amount of $2,035.56 and warrants #205901 through #205953 in the amount of $184,553.65 and accounts payable ACH payment #9000001083 through #9000001152 in the amount of $20,759.80 were presented.
Approval of the General Fund Financial Reports
No General Fund Financial Report was presented.
Approval of Payroll
Approval of November payroll warrants #205881 through #205889 for salaries in the amount of $24,821.33, #205890 through #205900 to payroll vendors in the amount of $45,421.91, repayment to accounts payable for health care authority costs in the amount of $290,367.62, refund of health equity contributions in the amount of ($300.00), reserve for compensated absence reimbursement in the amount of $14,339.26, an electronic transfer in the amount of $721,090.88 for payroll tax liability and DRS contributions, and an electronic transfer of employee direct deposits in the amount of $1,120,370.24 for a total of $2,216,111.24 was presented.
Approval of NW Washington Workers’ Compensation Trust Financial Reports
No NW Workers Compensation Trust Financial Report was presented.
Approval of NW Washington Workers’ Compensation Trust Fund Warrant
No NW Washington Workers’ Compensation Trust Fund warrants were presented.
Approval of Unemployment Pool Warrants
Approval of Unemployment Pool warrants #205878 through #205880 in the amount of $542,443.38, and #205954 in the amount of $3,154.17 were presented.
Approval of Unemployment Pool Financial Reports
No Unemployment Pool Financial Report was presented.
Approval of Out-of-State Travel
Approval of Out-of-State Travel in the amount of $2,077.90 was presented.
Approval of Personnel Report
Personnel Report indicating terminations, hiring, and reclassification of NWESD employees was presented.
Approval of Election of Certificated Staff
Election of Certificated Staff indicating hiring of certificated employees was presented.
It was moved by Merle Kirkley and seconded by Oscar Escalante to approve the Consent Agenda as amended. Motion carried.
Board Report
Update on Superintendent Search Process
Dr. Wayne Robertson, Northwest Leadership Associates Search Consultant, presented an update to the board on the current superintendent search process.
New and Pending Business
Board Member Resignation
Effective December 4, 2023, Charlie Crabtree resigned his position as a member of the NWESD Board of Directors serving District #1. The board discussed the resignation and actions needed to fill the vacancy. With the current superintendent search proceedings, it seems likely the position will be filled by the March 2024 board meeting.
Merle Kirkley moved, and Jack Thompson seconded, to approve the resignation of board member Charlie Crabtree and acknowledge the vacancy as presented. Motion carried.
Superintendent Search Sub-Committee Vacancy Appointment
Mark Venn shared that the resignation of board member Crabtree has created a vacancy on the superintendent search sub-committee. The board discussed the option of fulfilling that vacancy or proceeding with a 3-member sub-committee.
Ann McMurray moved, and Merle Kirkley seconded, to continue with 3 members on the Superintendent Search Sub-Committee. Motion carried.
Approval of New Position Description
The position description for the Clock Hour and Registration System Administrative Coordinator was presented to the board for review. Superintendent Francois noted that this position was formally known as the Registrar position. The new title better represents the work being done in this role. The position’s salary range was also evaluated and found to be slightly behind similar positions in the market, including similar roles in other Educational Service Districts. Salary is recommended at Schedule I, Range 17a.
Merle Kirkley moved, and Oscar Escalante seconded, to approve the revisions to the Clock Hour and Registration System Administrative Coordinator as presented. Motion carried.
Items for Information
Independent Contractor Agreements
Independent Contractor Agreements were presented to the board for review.
Form Revision
Revisions to Form 2022-F2, Photo/Image Release Form were shared with the board for review.
2024 Legislative Priorities
Superintendent Francois shared the 2024 Legislative Priorities from the Association of Educational Service Districts (AESD), Washington Association of School Administrators (WASA), School Funding Coalition, Washington State School Directors’ Association (WSSDA), and Washington Association of School Business Officials (WASBO).
NWESD 3-Year Fund Balance Report
Superintendent Francois shared a 3-year fund balance report representing NWESD regional school districts and noted that these reports were shared with regional district superintendents. Francois added that the general theme is showing overall districts are seeing their fund balances decline.
Superintendent’s Report
Report on AESA Business Strategy Framework Presentations: Larry Francois shared that the Business Strategy Framework presentations took place on December 7, 2023. The NWESD Director Team will be following up on the projects to determine which ones are ready to launch.
Update on Binding Conditions Meetings: Superintendent Francois shared an update on the binding conditions meetings and said that the check-in meetings don’t seem to be as productive as they could be. The NWESD continues to advocate to OSPI that there be a common reporting template to use as a metric tool. This template, when developed, could be very helpful as we work with districts that are on our “watch list”. This template could be used to do more advanced monitoring.
La Conner School District projected that they were going to end their year with a negative fund balance which put them into binding conditions. They closed their year with a positive fund balance and are expected to be released from binding conditions in the spring of 2024.
Mount Baker School District is working on a community process to implement budget reductions. The NWESD is hopeful that they will be able to exit binding conditions next year.
The NWESD requested an external financial analysis of the Marysville School District. The review of the analysis, completed by Stewart Myhre, is scheduled for the beginning of January 2024. During this meeting, the NWESD will discuss recommendations and opportunities to explore budget reductions. Francois noted that the next step will be for OSPI to approve the district’s request for an apportionment advance.
Update on First Round of Tuition Reimbursement Policy: Larry Francois shared that the NWESD included a $30,000 line item in the 2023-24 budget to correspond with the new tuition reimbursement policy. Francois added that there were 13 requests for tuition reimbursement totaling $73,000. Each recipient was approved for at least $2,000. After the books close for 2022-23, the NWESD will revisit to determine the capacity to support the 13 recipients at a higher level and/or open a new application period for additional staff.
Mount Baker School District Superintendent Transition: Superintendent Francois provided an update on Mount Baker School District Superintendent, Dr. Mary Sewright. Her last day was December 15, 2023, she will be on medical leave and then retire at the end of June 2024. Nick Perigo will be serving as superintendent designee until an interim superintendent is named. The direction of the district is to have an interim superintendent for the remainder of this year, all of 2024-25, and then begin the superintendent search process.
ESD 105 Superintendent Transition: Larry Francois shared that the current superintendent of ESD 105, Kevin Chase, will be retiring at the end of this year.
Items Originating with the Board
AESD/Legislative Report
No report.
De-brief AESA Annual Conference
The Board shared that a focus of the conference was on artificial intelligence (AI) and how it can be used in positive ways. The conference was also a good opportunity to learn about the business practices and different funding models of other educational service agencies.
Potential Date for a Second Special Meeting to Deliberate on Superintendent Candidates
The Board deliberated on scheduling a special secondary date to deliberate on superintendent candidates. It was agreed to schedule a second special meeting via Zoom on February 16, 2024.
AESD Executive Board Actions Regarding the Annual AESD Conference
At the November 2023 Executive Board Meeting, the Board discussed and took action on three items. Two related to the upcoming April 2024 Annual Conference, and one related to future AESD Annual Conference Venues. The board approved the theme, logo, and branding for the upcoming conference. They approved an annual registration fee structure for board members and superintendent attendees and also approved to continue the rotation of hosting between the nine ESD’s in their respective regions.
Adjournment
There being no further business, the meeting was adjourned at 2:33 PM
Minutes approved on January 22, 2024, in regular session of the NWESD Board of Directors.