Roll Call: 

Board Members:

Adrienne Mason: Board Chairperson

Ach' (Sheila) Davis: Board Secretary

Nikki Chen - Board Member

Rhianna Johnson - Board Member

Lisa White - Board Member

Ashley Duncan - Board Member

Student Representative:

Samantha Sanchez

Crystal Rauda

School Officials:

Dr. Jamila Singleton: Executive Director - RSV

Angie Lundgren: Director of Operations - RSV

Adrienne Lee-Kernell - School Leader

Guests:
Steven Carney-RSF

Recommendation: The board approves the minutes of the August 25, 2025 special board meeting.

Recommendation: The board approves the minutes of the August 26, 2025 regular board meeting.

Recommendation: The board approves the minutes of the September 2, 2025 special board meeting.

BOARD SECRETARY TO READ PRIOR TO ALL PUBLIC COMMENT:

Our Public Comment period is for members of the public to address the board. Each member of the public may sign up to comment at the meeting and will be allotted three - five minutes. The board will listen, but may not directly respond to any comments. Please do not use specific student, teacher or administrator names in your comments as our meetings are open to the public and public record, and we must adhere to FERPA - Family Educational Rights and Privacy Act. As such, if your comment is about a private matter, please contact the board via email, or speak to the board chair privately.

The "Reports, Requests, and Comments by Board Members" section of the board agenda is a platform for members to share updates, solicit requests, or make comments on relevant topics.

(Subject to objections by the board members, the following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by the board. If discussion is requested, the items will be moved from the Consent agenda and considered separately after the motion has been made and passed to approve the remaining items.)

Purpose:
To formally approve audited financial disbursements and payroll for August 2025, in compliance with RCW 42.24.080 and RCW 42.24.090, ensuring legal accountability, transparency, and fiscal integrity.

Board Certification Statements

Payroll Certification (RCW 42.24.080):
Payments have been audited and certified by the Auditing Officer as required by RCW 42.24.080. These payroll payments have been recorded on a listing which has been made available to the Board.

Approved Amount: $51,575.92 (Direct Deposit)

Accounts Payable Certification (RCW 42.24.090):
Payments have been audited and certified by the Auditing Officer as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090. These payments have been recorded on a listing which has been made available to the Board.

Approved Amount: $70,660.34 (EFT – Public Checking)

Non-Accounts-Payable Cash Disbursements Certification (RCW 42.24.090):
Payments have been audited and certified by the Auditing Officer as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090. These payments have been recorded on a listing which has been made available to the Board.

Approved Amount: $314.77 (EFT – Public Checking)

Total Disbursements Approved: $122,551.03

Recommended Board Action:
Move to approve the audited financial disbursements and payroll for August 2025 as presented, confirming compliance with RCW 42.24.080 and RCW 42.24.090.

Background:
In accordance with Rooted School Vancouver’s bylaws and WSSDA model governance practices, the Board reviews and renews expiring board member terms to ensure continuity of leadership and governance. The Board is asked to consider reinstating Adrienne Mason for an additional term of service.

Action Requested:
The Board will vote to approve or deny the reinstatement of Adrienne Mason to serve a new term of 1 year.

Proposed Motion:
“I move that the Rooted School Vancouver Board of Directors approve the reinstatement of Adrienne Mason for a new term of one year, beginning August 27, 2025 and ending August 27, 2026.”

Background:
In accordance with Rooted School Vancouver’s bylaws and WSSDA model governance practices, the Board reviews and renews expiring board member terms to ensure continuity of leadership and governance. The Board is asked to consider reinstating Ach' Sheila Davis for an additional term of service.

Action Requested:
The Board will vote to approve or deny the reinstatement of Ach' Sheila Davis to serve a new term of 1 year.

Proposed Motion:
“I move that the Rooted School Vancouver Board of Directors approve the reinstatement of Ach' Sheila Davis for a new term of one year, beginning January 24, 2025 and ending January 28, 2026”

Financial Position

• Assets: $3,249,484 (up from $3,159,459 in July)
• Liabilities: $2,234 (flat; continued low payables/credit card balances)
• Net Assets: ≈ $3,247,250 (increase of about $90k)
• Cash on Hand: $873,449 (≈ 124 days of operating cash, well above 60-day benchmark)

Revenue & Expenditures (YTD through August 2025)

• Total Revenue: $2,218,639 (≈ 88% of budget; still ~$300k below forecast—lower enrollment and delayed federal reimbursements remain the main drivers)
• Total Expenditures (FASB basis): ≈ $2,026,000 (≈ 89% of budget; spending remains controlled)
• Net Income (FASB): ≈ $192,000 (positive variance continues, though slightly lower than July’s surplus as spending caught up)

Enrollment

• Average Annual FTE: ≈ 53.7 (goal 70; 51 students enrolled in June)
• Enrollment shortfalls continue to create a state revenue loss of roughly $81k and reduced special-purpose revenue (HiCap).

Key Financial Indicators

• Public Revenue Received: ≈ 90% of budget (improved from 80% in July; meets internal benchmark)
• Private Revenue Received: ≈ 76% of budget (up from 73%; ESWA/Gates grant and donations still pending)
• Expenditure Control: ≈ 89% of budget (on target; reflects disciplined staffing and service costs)
• Long-Term Sustainability: Staffing adjustments for 2025–26 maintain a two-year stability window, but the five-year outlook still depends on stronger enrollment and diversified revenue growth.

Month-Over-Month Highlights

• Cash rose by ~$68k to $873k, extending days-cash from 114 to 124.
• Net assets increased about $90k with continued positive operating margin.
• Public revenue receipts improved as delayed state funds arrived.
• Private revenue edged up slightly with new grant activity (e.g., $17.5k 9th-Grade Success grant).
• Expenditures increased as budgeted summer obligations posted, but remain below target.

Compliance & Oversight:
This update reflects Board policy requirements for monthly financial reporting and oversight per the RSV Financial Policies & Procedures Manual (August 2025 update) and FY26 FPPM updates.

Purpose:
To provide the Board with updates from standing committees on their current work, progress toward goals, and any upcoming actions requiring board attention.

Committees Scheduled to Report:

• Finance Committee – Financial dashboard review, enrollment-revenue alignment, and sustainability planning.
• Governance Committee – Charter renewal preparation and compliance monitoring.
• Academic Excellence Committee – Student performance data, instructional priorities, and policy alignment.
• Growth Committee – Expansion strategy, facilities planning, and long-term enrollment growth initiatives.
• Fund Development Committee – Fundraising campaigns, donor engagement, and partnership development.

Board Action:
This item is for information and discussion only. No formal action is anticipated.

Purpose:
To provide the Board with opportunities for Board engagement in fundraising.

Board Meeting Action Items

Background: RSV has raised $1,460 from 9 donors as of Sept. 17th toward the $5,000 Firstenburg Foundation match. To secure the full match, we aimed to raise $3,600 by Monday Sept. 22nd.

Board Action:

1) Each board member is asked to personally donate and/or recruit donors before the Monday deadline. Use the provided outreach script and action item sheet to guide your asks. Goal: Reach or exceed $5,000 in total donations to unlock the full match.

2. Follow-Up Item – Individual Board Conversations (By October 10)

Purpose: Executive Director will meet with each board member to discuss individual aspirations for Rooted and ideas for board development over the next year.

Please schedule a 30-minute meeting with the Executive Director no later than October 10.

Scheduling link and contact details will be provided for easy sign-up.

These two actions ensure both the short-term fundraising opportunity and longer-term fund development are addressed promptly.

Background

Policy 1310 provides formal guidance for how the Board of Trustees adopts, reviews, and interprets school policies. The proposed amendment updates the policy to align with:

Current Washington State model policy language,

RCW 42.30 (Open Public Meetings Act),

Charter Contract requirements for open governance and board oversight,

OSPI and Washington Charter Commission expectations.

The amendment adds clarity to the Board’s role, outlines public comment procedures, and defines when immediate adoption is permitted. It also introduces a new section on policy interpretation aligned with student safety, privacy, and access to basic education (RCW 28A.150.203).

This is the first reading of the proposed amendment to Policy 1310. Final adoption will be considered at the next regular board meeting, unless immediate action is later deemed necessary and justified by Board motion.

Recommendation

Receive the proposed amendment to Policy 1310 for first reading. No formal action is requested at this time.

Next Steps

The amended Policy 1310 will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading.

Oral comments may be accepted at the second reading meeting prior to adoption.

Background

Procedure 2161 outlines the school’s responsibilities and processes for delivering special education and related services in compliance with the Individuals with Disabilities Education Act (IDEA), Section 504 of the Rehabilitation Act, and Washington State law (Chapter 392-172A WAC).

The proposed amendment brings the procedure into alignment with updated federal and state regulations and current best practices. Key revisions address:

Clarity on Free Appropriate Public Education (FAPE) responsibilities

Expanded procedures for parent participation and procedural safeguards

Updated methods for identifying specific learning disabilities

Clearer timelines for evaluations and Individualized Education Program (IEP) implementation

Discipline processes and manifestation determination requirements

Detailed procedures for Independent Educational Evaluations (IEEs), transfer students, and private school placements

Expanded requirements for confidentiality, dispute resolution, and staff training

The updated procedure also clarifies the roles of LEA staff, contractors, and families in ensuring equitable access to services and timely implementation.

This is a first reading of the proposed amendment. Final adoption will be considered at the next regular Board meeting.

Recommendation

Receive the proposed amendment to Procedure 2161 for first reading. No formal action is requested at this time.

Next Steps

The amended procedure will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Written feedback may be submitted to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading.

Oral public comments may be invited at the second reading meeting.

Background:
Policy 3210 governs nondiscrimination protections for students in accordance with federal law, Washington State law, and Washington Administrative Code. In 2020, the Legislature amended RCW 28A.642.010 to add immigration or citizenship status to the list of protected classes.

The Washington State School Directors’ Association (WSSDA) updated its model policy in 2022, but did not yet incorporate this change. To ensure [School/District Name] is aligned with current state law and OSPI guidance, staff recommend amending Policy 3210 to include this additional protected class.

Summary of Proposed Amendment:

Adds “immigration or citizenship status” to the list of protected classes in the opening paragraph of Policy 3210.

No other substantive changes are proposed.

Recommendation

Receive the proposed amendment to Policy 3210 for first reading. No formal action is requested at this time.

Next Steps

The amended Policy 3210 will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading.

Oral comments may be accepted at the second reading meeting prior to adoption.

Background:
Personnel records policies govern the organization, retention, and access rights for employee files. Washington law (RCW 49.12.240–260; RCW 28A.405.250; RCW 42.56.230) grants employees the right to inspect and request correction of their personnel files. In 2023, the Legislature passed SHB 1308, clarifying timelines for employee access and copies.

WSSDA issued updated Policy 5260 and new accompanying Procedure 5260P to reflect these requirements. To align with state law and best practice, [School/District Name] recommends adoption of both the policy and procedure.

Summary of Proposed Policy (5260):

Requires the district to maintain secure personnel files for each employee.

Establishes employee rights to review files during business hours.

Provides employees the right to request removal of irrelevant or erroneous information and to add rebuttals.

Allows files to be kept in hard copy or electronic format.

Summary of Proposed Procedure (5260P):

Defines the scope of personnel records (applications, evaluations, payroll, leave, contracts, disciplinary records, etc.).

Clarifies rights of current and former employees (up to 3 years after separation) to access and request copies of files.

Establishes process for adding material, notice to employees of adverse records, and timelines.

Outlines who may access records (authorized staff, court order, or employee designees).

Provides appeal and grievance process for disputed records.

Recommendation

Receive the proposed amendment to Policy & Procedure 5260 for first reading. No formal action is requested at this time.

Next Steps

The amended Policy and Procedure 5260 will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading.

Oral comments may be accepted at the second reading meeting prior to adoption.

Background:
Policy 5011 establishes expectations for a workplace free from sexual harassment and outlines responsibilities under state and federal law. The Washington State School Directors’ Association (WSSDA) revised its model Policy 5011 and Procedure 5011 in 2024–2025 to (1) explicitly incorporate Title IX regulations (34 C.F.R. Part 106/§106.30), (2) clarify the scope across all school programs and activities (on and off campus), (3) require supportive measures for complainants and respondents, and (4) update complaint handling, recordkeeping, and referral processes. Updating our policy and procedure ensures alignment with RCW 28A.640, WAC 392-190, and current Title IX expectations.

Summary of Proposed Updates:

Title IX Alignment:

Policy incorporates the federal Title IX definition of sexual harassment (34 C.F.R. §106.30).

Procedure sets out Title IX–compliant grievance processes, including presumption of non-responsibility until determination, supportive measures, and recordkeeping.

Scope Clarification:

Policy confirms coverage of employees and third parties in all programs, activities, transportation, and off-site events.

Procedure clarifies jurisdiction over sexual harassment complaints against staff, students, and third parties.

Supportive Measures:

New procedure requires non-punitive supportive measures for complainants and respondents (e.g., safety plans, schedule modifications, no-contact directives).

Complaint Routing:

Student-initiated complaints against staff proceed under Policy/Procedure 3205.

Staff complaints are addressed under Policy/Procedure 5011.

Coordinator Referrals:

Complaints are directed to the Title IX Coordinator, Civil Rights Compliance Coordinator (for other protected classes), or Section 504 Coordinator (disability).

Notice & Training:

Strengthened requirements for conspicuous posting, handbook inclusion, and orientation.

Annual staff and volunteer orientation must include recognition and prevention of sexual harassment.

Recordkeeping:

Procedure now requires 7-year retention of Title IX sexual harassment investigation records, supportive measures, and determinations.

Appeals & Mediation:

Procedure clarifies appeal rights to the Board, the Office of Superintendent of Public Instruction (OSPI), and administrative hearing options.

Voluntary mediation may be offered under WAC 392-190.

Cross-References & Legal Citations:

Policy adds cross-reference to 3211 – Gender-Inclusive Schools and incorporates 34 C.F.R. Part 106.

Retains RCW 28A.640, RCW 49.60, and WAC 392-190 citations.

Localization:

Retains “Executive Director” in place of “Superintendent” to reflect charter governance structure.

Recommendation

Receive the proposed amendment to Policy & Procedure 5011 for first reading. No formal action is requested at this time.

Next Steps

The amended Policy and Procedure 5011 will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading.

Oral comments may be accepted at the second reading meeting prior to adoption.

Background:
Policy 2420 and accompanying Procedure 2420P establish a framework for grading and progress reporting that ensures equity, consistency, and transparency for students and families. The policy aligns district grading practices with Washington law, including RCW 28A.305 and OSPI reporting requirements, while Procedure 2420P details how grades and progress reports are determined, communicated, and appealed. Together, these documents provide a uniform approach to assessing student learning and communicating academic progress.

Summary of Proposed Policy and Procedure:

Policy 2420 (Grading and Progress Reports):

Establishes grading as a measure of student progress toward state and district learning standards.

Provides that grades will be fair, objective, and based on clear criteria aligned to standards.

Requires regular progress reporting to students and parents/guardians.

Authorizes the Executive Director or designee to develop procedures for consistent implementation.

Procedure 2420P (Grading and Progress Reports):

Defines grading scales and expectations for consistency across grade levels and subjects.

Requires timely and accessible communication of grades through progress reports, conferences, and electronic systems.

Outlines processes for incomplete grades, make-up work, and grade appeals.

Specifies responsibilities of teachers, administrators, students, and parents in the grading process.

Ensures compliance with state law regarding high school credit, transcripts, and reporting.

Cross-References & Legal Citations:

RCW 28A.305 (State Board of Education authority)

RCW 28A.320 (School directors’ powers and duties)

OSPI reporting requirements

Recommendation:
Receive the proposed new Policy 2420 and Procedure 2420P: Grading and Progress Reports for first reading. No formal action is requested at this time.

Next Steps:
The proposed Policy 2420 and Procedure 2420P will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading. Oral comments may also be accepted at the second reading meeting prior to adoption.

Background
Policy 3421 sets the Board’s expectation that staff promptly identify and report suspected child abuse or neglect and directs annual training; it defines “child,” clarifies that abuse/neglect can be committed by any person (including student-on-student), and charges the Executive Director with issuing reporting procedures. 
Procedure 3421P implements the policy: it requires an instructional program for students, prescribes staff training intervals, and details mandated reporting steps under RCW 26.44.030 (oral report to CPS/DCYF or law enforcement within 48 hours, followed by a prompt written report). It also implements the separate employee-misconduct reporting duties and parent notification under RCW 28A.320.160 and RCW 28A.400.317.

Summary of New Policy & Procedure

Student learning & staff training: Student instruction on recognizing/avoiding abuse; staff training at onboarding and every three years thereafter.

Mandated reporting (RCW 26.44): Report any suspected abuse/neglect to CPS/DCYF or law enforcement at the first opportunity and no later than 48 hours; promptly submit a written report with required facts; “when in doubt, report.”

Employee misconduct reports (RCW 28A.320.160 / 28A.400.317): Administrator evaluates “reasonable cause,” reports to law enforcement, immediately notifies parents/guardians, and annually informs families of their rights under the Public Records Act regarding employee discipline records.

Scope & definitions: Clarifies abuse/neglect (with references to RCW/WAC) and emphasizes that staff need not verify allegations—investigation is by legal authorities; good-faith reporters are protected from liability.

Roles & accountability: Executive Director maintains and annually distributes reporting procedures; all staff are responsible for timely reporting.

Recommendation
Receive the proposed new Policy 3421 and Procedure 3421P for first reading. No formal action is requested at this time.

Next Steps
The new Policy 3421 and Procedure 3421P will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading. Oral comments may be accepted at the second reading meeting prior to adoption.

Background
Policy 4260 sets the expectations and authorization for community use of school facilities while protecting instructional priorities and public funds. It affirms community access, requires reimbursement of costs so education funds aren’t diverted, authorizes the Executive Director to establish procedures (including rental rates, restrictions, supervision, and security), requires users to carry accident/liability insurance, and embeds the district’s nondiscrimination and equal-access commitments (including Boy Scouts/designated youth groups and sex-nondiscrimination for community athletics).

Summary of New Policy

Community use with cost recovery: Public use is encouraged; users reimburse the district for associated costs. Executive Director sets rental schedule/procedures.

Insurance & risk: Users must maintain accident and liability insurance while using facilities.

Nondiscrimination & equal access: Comprehensive nondiscrimination statement (including immigration/citizenship status and neurodivergence) and equal access for Boy Scouts/designated youth groups; community athletics programs using district facilities must not discriminate based on sex.

Priority & neutrality: District curricular/co-curricular events have first priority; facility use does not imply district endorsement.

User categories & rates: Defines three categories for rate setting—(1) School/child-related & other government agencies (with recruiter access parity), (2) Nonprofit groups (including fundraising safeguards), (3) Commercial enterprises (prevailing market rates). Youth sports users must attest to concussion/head injury policy compliance (RCW 28A.600).

Recommendation
Receive the proposed new Policy 4260 for first reading. No formal action is requested at this time.

Next Steps
The new Policy 4260 will return for second reading and proposed adoption at the next regular Board meeting on October 28, 2025.

Board members and community stakeholders are invited to submit written feedback to the Executive Director at jsingleton@rootedschoolvancouver.org prior to the second reading. Oral comments may be accepted at the second reading meeting prior to adoption.

Next Board Meeting:  October 28, 2025

 

Motion: The motion was made to adjourn the meeting.

The meeting was adjourned at X:XX PM PST