NORTHWEST EDUCATION SERVICE DISTRICT 189
BOARD OF DIRECTORS
REGULAR MEETING

MINUTES

August 26, 2024; 6:30 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, August 26, 2024. Board Chair Sue Phillips called the meeting to order at 6:31 PM at the Northwest Educational Service District in Anacortes, WA.

Members present:

Sue Phillips
Mark Venn
Alan Erickson
Cory Duskin
Kelly Bashaw
Oscar Escalante
Jack Thompson
Merle Kirkley

Staff present:

Dr. Ismael Vivanco
David Forsythe
Lisa Matthews
Deka Smith
Jennifer Longchamps
Cassie Stevens
Abby Buchanan
Tamara Shoup

Approval of Minutes

The minutes of the June 17, 2024, regular board meeting were presented for approval. Merle Kirkley moved, and Mark Venn seconded, to approve the minutes of the June 17, 2024, regular board meeting.  Motion carried.

Comments From the Public

No public comment was provided.

Approval of Agenda

Additions to the agenda were identified as:

  • 8.g August 8, 2024, Certified Ballot Results

Kelly Bashaw moved, and Oscar Escalante seconded, to approve the agenda as amended. Motion carried.

Consent Agenda

Approval of the General Fund Warrants

Approval of the General Fund warrants #206901 through #207017 in the amount of $279,130.20 and accounts payable electronic wire transfer payment #000000079 in the amount of $2,586.61 and warrants #207035 through #207121 in the amount of $1,110,861.25 and accounts payable ACH payment #9000001544 through #9000001619 in the amount of $23,182.20 and warrants #207124 through #207176 in the amount of $225,412.40 and an accounts payable electronic wire transfer payment #000000080 in the amount of $4,015.15 and warrants #207192 through #207264 in the amount of $938,753.44 and accounts payable ACH payment #9000001620 through #9000001695 in the amount of $17,987.22 were presented.

Approval of the General Fund Financial Reports

Approval of the General Fund Financial Reports with the total ending net position equity in the amount of $18,522148.79 (June) and $18,232,564.63 (July) were presented.

Approval of Payroll

Approval of June payroll warrants #207018 through #207023 for salaries in the amount of $17,524.77, #207024 through #207034 to payroll vendors in the amount of $148,354.59, repayment to accounts payable for health care authority costs in the amount of $296,268.00, reserve for compensated absence reimbursement in the amount of $14,571.42, an electronic transfer in the amount of $789,265.29 for payroll tax liability and DRS contributions, and an electronic transfer of employee direct deposits in the amount of $1,255,154.75 for a total of $2,521,138.82. And, Approval of July payroll warrants #207177 through #207181 for salaries in the amount of $14,222.60, #207182 through #207191 to payroll vendors in the amount of $39,984.60, repayment to accounts payable for health care authority costs in the amount of $294,197.00, refund of American Fidelity premiums in the amount of ($59.72), reserve for compensated absence reimbursement in the amount of $14,867.41, an electronic transfer in the amount of $743,496.89 for payroll tax liability and DRS contributions, and an electronic transfer of employee direct deposits in the amount of $1,176,393.24 for a total of $2,283,102.02 were presented.

Approval of NW Washington Workers’ Compensation Trust Financial Reports

Approval of the NW Workers Compensation Trust Financial Reports with the total ending net position equity in the amount of $519,464.31 (June) and $522,570.81 (July) were presented.

Approval of NW Washington Workers’ Compensation Trust Fund Warrant

Approval of the NW Washington Workers’ Compensation Trust Fund warrant #207123 in the amount of $1,250.00 was presented.  

Approval of Unemployment Pool Warrants

Approval of Unemployment Pool warrants #207122 in the amount of $2,464.17 and #207265 in the amount of $2,464.17 were presented.

Approval of Unemployment Pool Financial Reports

Approval of the Unemployment Pool Financial Reports with the total ending net position equity in the amount of $11,458,790.59 (June) and $11,534,827.76 (July) were presented.

Approval of Out-of-State Travel

Approval of Out-of-State Travel in the amount of $37,645.64 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 Mark Venn to approve the Consent Agenda as presented. Motion carried.

Board Report

Cassie Stevens and Abby Buchanan presented an overview of the Inclusionary Practices program and Multi-Tiered Systems of Support program, highlighting the regional services and supports that they provide.

New and Pending Business

Approval of Job Descriptions

The new job descriptions for the Grant and Resource Development Specialist, the School Safety and Wellness Program Manager, the Print Operations Coordinator, and the Financial Planning and Project Lead were presented to the board. David Forsythe provided the purpose and funding model for the new proposed positions.

Alan Erickson moved, and Jack Thompson seconded, to approve the Grant and Resource Development Specialist, the School Safety and Wellness Program Manager, the Print Operations Coordinator, and the Financial Planning and Project Lead positions as presented. Motion carried.

Resolution No. 2024-09, Cancellation of Outstanding and Unredeemed Warrants

Resolution No. 2024-09, directing the Skagit County Treasurer to cancel outstanding warrants was presented for approval.

Mark Venn moved, and Jack Thompson seconded, to approve Resolution No. 2024-09 as presented. Motion carried.

Items for Information

Independent Contractor Agreements

Independent Contractor Agreements were presented to the board for review.

Revision of Procedure 6213-P, Reimbursement for Expenses Procedures

Revisions to Procedure 6213-P – Reimbursement for Expenses was shared with the board.

First Reading: New Policy and Procedure 6217 – Electronic Funds Transfer

Policy 6127, Electronic Funds Transfer, was presented for a first reading. It was noted that the new policy is based on WSSDA model policy and that the State Auditor’s Office requires adopting an authorizing policy.

2023-24 NWESD SMART Goal Reports

The 2023-24 NWESD SMART Goal Reports were shared with the board.

 Receipt of Donation

A letter of appreciation to Sonia Vexler thanking them for their monetary donation to support the NWESD Early Childhood Education program and their donation of art to the NWESD facility was shared with the board.

August 8, 2024, Certified Ballot Results

The August 8, 2024, Certified Ballot Results and the November 5, 2024, Anticipated School District Bond/Levy Measures were shared with the board.

Superintendent’s Report

Binding Conditions Update: Dr. Vivanco shared an update on the districts currently in Binding Conditions. He noted that the La Conner School District met today. Financially, they will end with a better fund balance, not at the 10% but will be more than the targeted percentage reported in the binding condition letter. They have made significant cuts, and their kindergarten enrollment is up. OSPI will update the Binding Conditions letter and they could possibly be exiting out of binding conditions before the end of the calendar year.

The Mount Baker School District has been meeting all their reporting deadlines. They are on track to meet their target general fund balance. They could possibly exit Binding Conditions in the 2025-26 school year with continued progress towards binding conditions expectations.

Vivanco reported that the Marysville School District has met several times with the Financial Oversight Committee. The Financial Oversight Committee (FOC) has made the following recommendations:

    • Prior to September 1, 2024, the Marysville School District should be placed on enhanced financial oversight to reduce the risk of dissolution due to insolvency, pursuant to RCW 28A.315.221.
    • The Superintendent of Public Instruction should appoint a special administrator to oversee and carry out financial conditions imposed on the district.
    • The FOC should continue to meet and be permitted to work with the special administrator and the school district to answer outstanding questions regarding their current budget.
    • The district should submit a revised budget to OSPI no later than October 15, 2024. The budget should address all the questions from the FOC and establish a common understanding of the district’s current financial position.
    • The FOC should develop an alternative financial plan that returns the district to financial sustainability by the end of the 2025-26 school year. The alternate plan would be subject to a public hearing. Public feedback will be considered prior to a formal decision to implement the FOC financial plan rather than the original adopted MSD budget.

ECEAP Update: Superintendent Vivanco provided an update on the ECEAP program and noted that all the hiring for the program has been completed. The contract with the state took some time but it is now in place. The Bellingham and Ferndale school districts are currently recruiting students.

Regional Superintendent Transitions Update: Superintendent Vivanco provided an update on the NWESD regional superintendent transitions. He noted that there have been eight new superintendents in the region. He has met individually with 6 of the superintendents.

Business Strategy Framework (BSF): Superintendent Vivanco shared with the board that he attended the Business Strategy Framework Training 1.0 at PSESD to learn the foundational concepts and language. The next step is the Leadership Team will be attending the BSF 2.0 prior to the AESA conference. It gets into the organizational structure, governance, resources, and implementation strategies. Vivanco plans to discuss this work more in depth with the board at the upcoming retreat.

Transition Update: Superintendent Vivanco provided an update on his transition and noted that it’s been going well. He’s enjoyed the time to make connections with the board, staff, and superintendents. Vivanco shared his four key (Pillars) priorities: 1) Listen, Learn, & Build Relationships; 2) Diversity, equity, inclusion and belonging; 3) Business Strategy Framework (BSF); and 4) Legislative advocacy and support for our NWESD region. And he noted that the NWESD is organizing a Legislative Convening for all superintendents to attend as part of a SAC meeting.

August Advances: Superintendent Vivanco shared with the board that the month of August has been filled with many opportunities for him to connect with staff. There was an Admin Team Advance, the All-Staff Advance was attended by 125 people, and the Directors’ Team Advance was last week.

NWESD Facility Update: Dr. Vivanco shared that there is interest in developing a hotel on the adjacent plot of land. Dr. Vivanco noted that John Prosser, who is representing the development company, was initially interested in accessing 25-40 of our parking spaces. Since that meeting, they no longer need our parking spaces, and they are moving forward with their development plans. They did express some interest in renting our meeting rooms. Jennifer will be meeting with them later this week for a tour.

Items Originating with the Board

AESD/Legislative Report

Merle shared that there is a meeting in September, they will review their goals.

Upcoming Conferences (WSSDA, AESA)

Superintendent Vivanco shared information about two upcoming conferences, WSSDA and AESA.

NWESD Board Retreat – September 22-23, 2024

Dr. Vivanco reviewed the proposed agenda for the upcoming NWESD Board of Directors Retreat with the Board.

Adjournment

There being no further business, the meeting was adjourned at 8:29 PM

Minutes approved on September 23, 2024, in regular session of the NWESD Board of Directors.