Roll Call: 

Board Members:

Adrienne Mason: Board Chairperson

Taina Knox: Board Treasurer

Sheila Davis: Board Secretary

Jennifer Hernandez - Board Member 

Tyrone Foster - Board Member 

Nikki Chan - Board Member

Rhianna Johnson - Board Member

Lisa White - Board Member

Ashley Duncan - Board Member

Student Representative:

Samantha Sanchez

School Officials:

Steven Carney: Executive Director & School Leader - RSV

Angie Lundgren: Office Manager - RSV

Sandra Yokley: Director of Operations - RSV

Adrienne Lee-Kernell - RSV Assistant School Leader

Guests:

Recommendation: The board approves the minutes of the July 23, 2024 regular 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.)

The following payments as audited and certified by the auditing officer, as required by RCW 42.24.080,
and those expense reimbursements claims certified, as required by RCW 42.24.090, are approved for
payment. In addition, payroll payments in the amount of $45,680.41 are also approved.

General Fund
Accounts Payable

Total electronic payments totaling $206,226.92 and
Check numbers N/A totaling $0

Non-AP Cash Disbursements
Total electronic payments totaling $5,357.94 and
Manual checks N/A totaling $0

Payroll

Total electronic payments totaling $45,680.41 and
Payroll check numbers N/A totaling $0

Background Information: Rooted School Vancouver has revised Policy and Procedure 3122 to incorporate specific guidelines for withdrawing students due to non-attendance. These revisions aim to provide clear protocols for managing extended absences, ensuring compliance with state regulations, and supporting student re-engagement.

Revised Policy and Procedure Highlights:

Procedures for Exiting Students Due to Non-Attendance:

• End-of-Year Non-Attendance: Students who do not attend consecutively for the last 20 days of the prior school year will be withdrawn at the end of the school year and required to reapply for enrollment.
• Students with Excused Absences: Students absent for excused reasons will not be withdrawn.
• Extended Consecutive Unexcused Absences: A student will be withdrawn after 20 consecutive full days of unexcused absences, following truancy requirements outlined in Chapter 28A.225 RCW.

Changes Between School Years:

• Confirmed Transfers: Students will be withdrawn upon receipt of a records request with appropriate withdrawal codes (T0, T2, or T3).
• Unconfirmed Transfers: Students will be withdrawn if a parent/guardian indicates they are moving without enrollment in a new school, using withdrawal code U3.

Beginning of the New School Year:

• Expected to Return but Do Not Attend: RSV will maintain enrollment through September 30 while attempting to contact the family. If no attendance by this date, the student will be withdrawn with code U4.
• New Enrollments Not Attending: Maintain enrollment until confirmed the student resides elsewhere or through September 30. Withdraw if no attendance by this date with code U4.

During the School Year:

• Enrolled but Not Attending: Maintain enrollment for a minimum of 20 serving days while attempting to re-engage the student. Withdraw if no attendance by the end of this period with code U4.

Compliance:

• Ensure compliance with all truancy requirements and reporting procedures as outlined in Chapter 28A.225 RCW.
• Program data (e.g., special education, bilingual, Title I Part A) should not be submitted for students who have not returned until they re-enroll.

Action Requested: The board is requested to adopt Policy and Procedure 3122.

Background Information: Rooted School Vancouver has made revisions to Policy 3110 to clarify and update the enrollment procedures. These revisions provide specific guidelines on the application period, lottery process, enrollment deadlines, and re-enrollment timelines. These updates are essential for maintaining a clear and fair enrollment process for all students.

Summary of Revisions:

Application and Enrollment Period:

• Application Period: Changed from specific dates (Monday, November 1, 2022 – February 28, 2023) to a range (the first day in November through the last day in February).
• Lottery/Enrollment Offer Date: Changed from a specific date (Wednesday, March 1) to March 1st or the next weekday if it falls on a weekend.
• Acceptance of Enrollment Offer Deadline: Changed from a specific date (Wednesday, March 15) to two weeks after the Lottery/Enrollment date.
• Waitlist Students Notified: Changed from a specific date (Thursday, March 16) to 15 days after the Lottery/Enrollment date.
• Re-Enrollment Packets Distributed: Changed from a specific date (1st or the next weekday if it falls on a weekend) to April 3 (or 30 calendar days after the enrollment offer).
• Enrollment Packets Due: Specified as 30 calendar days after the distribution of re-enrollment packets.

General Policy Updates:

• The policy maintains its commitment to open enrollment, inclusivity, and adherence to state regulations.
• Updated guidelines for application submissions and assistance for families in need.
• Clarified procedures for verifying enrollment preferences, handling false information, and managing waitlists.

Action Requested: The board is requested to adopt the revised Policy 3110.

Background Information: Rooted School Vancouver is introducing Policy 1420 to establish clear guidelines for the preparation and dissemination of meeting agendas and the use of a consent agenda to expedite board meeting proceedings. This policy aims to ensure transparency, efficiency, and accessibility for board members and the public.

Summary of Policy 1420:

Proposed Agenda:

• The Executive Director will prepare the proposed agenda for each meeting in consultation with the board chair.
• Copies of the proposed agenda, minutes of the previous meeting, and relevant supplementary information will be provided to each board member at least three (3) days in advance of the meeting.
• The proposed agenda and related documents will be available to any interested citizen at the home office twenty-four (24) hours prior to the meeting or on the school’s website.
• The proposed agenda for regular and special meetings will be posted on the school website not less than twenty-four (24) hours prior to the start time of the meeting, unless the school does not have a website or has less than ten full-time equivalent employees.
• At a special meeting, final action may be taken only on the business contained in the original notice of the special meeting and agenda.

Consent Agenda:

• A consent agenda will be used to expedite business at school board meetings, including items considered routine in nature.
• The consent agenda will appear on the regular agenda following the approval of minutes of the previous meeting(s).
• Any item on the consent agenda may be removed upon request by a board member and placed on the regular agenda.
• The remaining items on the consent agenda will be voted on by a single motion. The approved motion will be recorded in the minutes, including a listing of all items on the consent agenda.

Legal References:

• SHB 2105
• RCW 42.30.080 Special meetings

Action Requested: The board is requested to adopt Policy 1420.

Background:

The Board recognizes the importance of a healthy school environment in preparing students for college, careers, and successful futures. Policy 6700 outlines the district's commitment to providing students with access to nutritious food, emphasizing health and wellness, and ensuring opportunities for physical activity. This policy complies with state and federal requirements for districts participating in the National School Lunch Program, the School Breakfast Program, and the USDA Smart Snacks in School nutrition standards.

In alignment with Policy 6700, Procedure 6700P outlines the implementation strategies for the district’s wellness policy. This includes the establishment of a Wellness Committee, guidelines for the Nutrition and Food Services Program, health and physical education requirements, and the district's approach to community involvement, monitoring, and assessment.

Request:

The Board is requested to adopt Policy and Procedure 6700: Nutrition, Health, and Wellness, as presented.

• Position 1: Ana Gonzalez, Paraeducator - Student Success
  • Start Date: August 15, 2024
  • Compensation: $25.00/hour for 8 hours/day, 189 days
• Position 2: Sienna Johnson, School Counselor - Student Success
  • Start Date: August 16, 2024
  • Compensation: $26,750 annually (.5 FTE)
• Position 3: Carmen Torres, Office Manager/Administrative Assistant
  • Start Date: August 12, 2024
  • Compensation: $25.00/hour for full-time employment

Action Required: Board approval of the hire of Ana Gonzalez, Sienna Johnson, and Carmen Torres for the 2024-2025 academic year at Rooted School Vancouver.

In accordance with WAC 181-82-110(1)(a), Rooted School Vancouver has developed and implemented written plans of support for teachers assigned to teach subjects outside of their current endorsements. The plans are designed to provide the necessary support and resources to ensure that these teachers can effectively fulfill their teaching assignments.

Details of the Plans:

Teacher: Jamie Henneman

• Endorsement(s) Held: Mathematics
• Out-of-Endorsement Assignment: Health/Fitness
• Support Plan Includes:
  • Participation in Professional Learning Community (PLC) sessions
  • Attendance at Professional Development courses
  • Mentor support
  • Affinity groups
  • Co-planning time

Teacher: Jenessa Ocon

• Endorsement(s) Held: Biology, English Language Learner
• Out-of-Endorsement Assignment: Health / CPREP
• Support Plan Includes:
  • Taking appropriate tests to obtain additional endorsement(s)
  • Participation in Professional Learning Community (PLC) sessions
  • Attendance at Professional Development courses
  • Mentor support
  • Affinity groups
  • Co-planning time
     

Details of the Plans:

Teacher: Logan Froerer

• Endorsement(s) Held: English
• Out-of-Endorsement Assignment: Social Studies
• Support Plan Includes:
  • Participation in Professional Learning Community (PLC) sessions
  • Attendance at Professional Development courses
  • Mentor support
  • Affinity groups
  • Co-planning time

Action Required: Board approval is required to formalize the placement of these teachers in their out-of-endorsement assignments for the 2024-2025 academic year.

The "Committee Reports to the Board" section provides straightforward updates from the following Board Appointed Committees:

• Fund Development: Updates on fundraising efforts, grants, and financial support initiatives.
• Finance Committee: Summaries of the school's financial status, budgets, and expenditures.
• Academic Excellence Committee: 

No new updates

The "Reports to the Board" section provides straightforward updates from key areas within Rooted School Vancouver. The board will receive regular reports from (reports this month will be verbal reports):

• Operations: Overviews of the daily operations, infrastructure, and any logistical matters.
• Executive Director: Comprehensive updates on school-wide initiatives, policies, and overall performance.

Objective:

To provide the Board with a comprehensive review of the current financial status, including a detailed analysis of the financial dashboard, budget status, and balance sheet as of July 31, 2024.
 

• Enrollment (Average Annual Student FTE): 26 (Goal: 25) - On target.
• Public Revenue Received: 83% of overall budget (Goal: 90%) - On target; public revenue collection is aligned with expectations.
• Private Revenue Received: 70% of overall budget (Goal: 70%) - On target; revenue pacing is consistent with the budget, with significant contributions from grants expected.
• Total Expenditures to Date: 82% of overall budget (Goal: 92%) - Expenditures are well-controlled and on target to finish the year within budget.
• Days Cash on Hand: 109 days (Goal: 60 days) - Exceeds the goal, indicating strong liquidity and financial health.

2. Budget Status Report

• Total Revenue: $1,850,769 (82.0% of the full-year budget of $2,256,870).
• Local Support: $3,167 (10.0% of full-year budget).
• State Revenue - General: $1,250,000 (80.0% of full-year budget).
• State Revenue - Special Purpose: $95,002 (133.9% of full-year budget).
• Federal Revenue: $250,600 (50.0% of full-year budget).
• Grants & Other Sources: $120,000 (80.0% of full-year budget).
• Total Expenditures (FASB): $1,546,082 (70.4% of full-year budget).
  • Salaries: $650,000 (85.0% of full-year budget).
  • Personnel Taxes & Benefits: $210,000 (82.0% of full-year budget).
  • Contracted Services: $230,000 (60.0% of full-year budget).
  • School Operations: $100,000 (40.0% of full-year budget).
  • Facility Operations & Maintenance: $180,000 (68.0% of full-year budget).
• Net Income (FASB): $459,745 (124.8% of full-year budget)..

3. Balance Sheet Highlights

• Total Assets: $3,338,626.44
  • Current Assets: $756,945.18
  • Fixed Assets: $1,817,865.32
  • Other Assets: $763,815.94
• Total Liabilities: $1,935,161.49
  • Current Liabilities: $15,795.44
  • Long-Term Liabilities: $1,919,366.05
• Total Equity: $1,403,464.95

4. Key Financial Metrics and Considerations

• Positive cash flow with strong cash on hand, exceeding the goal of 60 days.
• Revenue collection, both public and private, is on target with budget expectations.
• Expenditures remain controlled and aligned with budget goals, ensuring financial stability.
• Continued monitoring of revenue pacing and expenditure trends is essential to maintain financial health.

Discussion Points:

• Strategies to maintain the positive financial trajectory and manage any potential fluctuations in revenue or expenditures.
• Considerations for future budget adjustments based on current trends and financial outlook.
• Plans for sustaining the strong cash position and leveraging available funds for strategic initiatives.

Action Required:

Review and discuss the financial update, including the financial dashboard, budget status, and balance sheet. Provide guidance on any necessary adjustments or actions to ensure that financial goals are met and sustained.

Update on Food Service Program for SY 2024-2025

After careful consideration and review of recent developments, we have decided that Rooted School Vancouver will not be participating in the Federal Child Nutrition Program for the upcoming school year. This decision was influenced by several key factors:
 

1. Changes in Food Service Management Contract: Fresh N Local (FNL), our current Food Service Management Company, has made changes to their contract terms that exceed the consumer price index and introduce material changes to our proposal. Despite efforts to negotiate, FNL has declined to make adjustments that align with our needs and budget constraints.
2. Cost Implications: The changes proposed by FNL would significantly increase our food service costs, making participation in the Federal Food Program unsustainable without a guaranteed reimbursement for meals. Given our current financial situation and the lack of capacity to manage the Child Nutrition Program internally, continuing under the existing federal guidelines is not feasible.
3. Logistical Limitations: Our school does not have the physical space or personnel capacity required to manage the Child Nutrition Program independently. We explored alternative solutions, including sourcing individual meal components from FNL and other vendors, but these options still fall short of meeting the federal program's stringent requirements.

Next Steps:

• Alternative Meal Provision: We have arranged with FNL to provide individual entrées at a set cost. We will continue to work on sourcing additional meal components at affordable prices. Students who do not qualify for free or reduced-price lunches will be charged accordingly, though we will not receive federal reimbursement for any meals provided.
• Budget Adjustments: The 2024-2025 budget has already been adjusted to reflect these changes, with a projected food service expense of approximately $34,000. We believe this is the best course of action to maintain a sustainable food service program without compromising our financial stability.

We understand that this decision impacts our school community and are committed to ensuring that all students continue to have access to nutritious meals throughout the school year. We will continue to explore long-term solutions that align with our commitment to student wellness and financial responsibility.

Update on Rooted School Foundation (RSF) Partnership

As we continue our mission to ensure our students are on a path to financial freedom, I want to provide an update on our ongoing collaboration with the Rooted School Foundation (RSF). RSF has been instrumental in supporting our efforts and providing essential resources that align with our school’s goals.

RSF’s Role and Impact:

RSF is dedicated to accelerating pathways to financial freedom for our students. Over the next five years, RSF’s priorities include solidifying its foundation, building thriving partnerships, accelerating mission impact, and strategically growing the network of Rooted Schools. RSF’s support is designed to ensure that our schools are well-equipped to meet these ambitious goals.

Shared Services for SY 2024-2025:

We are pleased to announce that RSF will be providing several key services to our school at no cost for the 2024-2025 school year. These services include:

OverGrad Implementation:
RSF will support the implementation of OverGrad, a program designed to help students plan for college and careers. Our goal is to have all students uploaded into the system and to complete staff training by September 30, 2024. This initiative will be particularly effective in our advisory or CPREP courses, with advisors taking on the role typically managed by a counselor for 9th and 10th graders.

JHU School Culture 360 Survey:
RSF will provide the Johns Hopkins University (JHU) School Culture 360 Survey, which will be administered to staff, students, and families in the Fall and Spring of the school year. This survey will help us gather critical data on school culture, which will guide our efforts to improve the learning environment.

Data Collection and Sharing:
RSF has developed Fall Data Collection Templates, which we aim to complete by September 30, 2024. These templates will streamline data sharing process with RSF and ensure that we are aligned with network-wide goals and metrics.

Next Steps:

• We will identify point persons for each of these initiatives to ensure smooth implementation.
• Training sessions and data uploads will be scheduled in the coming weeks.
• We will continue to collaborate with RSF to maximize the impact of these services and enhance the educational experience for our students.

Objective:
To present Policy 2126 - AIDS Education for the first reading, providing the board and community members with an opportunity to review and discuss the policy before final adoption.

Background:
Policy 2126 outlines the requirements for HIV/AIDS education within Rooted School Vancouver. The policy is designed to educate students about the life-threatening dangers of HIV and AIDS, methods of transmission, and prevention strategies. The education program must be delivered at least once each school year starting no later than the fifth grade.

Key elements of the policy include:

• The requirement that HIV/AIDS education is developed in consultation with teachers, administrators, parents, and community members, including those from medical, public health, and mental health organizations.
• The use of medically accurate curricula and materials, which may be model curricula from OSPI or district-developed materials approved by the State Department of Health.
• Parental rights to review the curricula and to excuse their child from participation in HIV/AIDS education if they object after attending a district presentation.

Legal References:

• RCW 28A.230.070: AIDS Education in public schools
• RCW 28A.300.475: Medically accurate sexual health education
• RCW 70.24.250: Office on AIDS

Action Required: No formal action is required at this time. This is the first reading of Policy 2126, and feedback will be collected for further revisions, if necessary. The policy will be presented for final adoption at the subsequent board meeting.

Objective:
To request that board members sign up for and realign participation in various committees for the 2024-2025 academic year, ensuring that each committee is fully staffed and able to fulfill its responsibilities effectively.

Background:
Rooted School Vancouver currently operates several key committees that require active participation from board members to provide strategic oversight and support. Below is the current committee membership:

• Finance/Development Committee: Tyrone, Steven
• Academic Excellence Committee: Jennifer, Steven (Active)
• Governance Committee: Sheila, Steve, Adrienne
• Fund Development Committee: Adrienne, Taina, Steven
• Community Engagement Committee: (No current members)

To ensure that all committees are fully functional and aligned with the school’s strategic goals, it is important to review and potentially realign committee memberships. The Community Engagement Committee particularly requires members to become fully operational.

Action Required: Board members are requested to review the current committee assignments and sign up for additional committees where needed, especially for the Community Engagement Committee. This will ensure that all critical areas of school governance are adequately supported.

Background:
The Student and Family Handbook is a crucial document that outlines the rights, responsibilities, and expectations for students, families, and staff members at Rooted School Vancouver. The handbook serves as a guide to ensure a safe, equitable, and productive learning environment for all members of the school community. It is updated annually to reflect changes in school policies, procedures, and state regulations.

Summary of Changes:

• Updated Policies: The 2024-2025 handbook includes revisions to several policies, including attendance, dress code, and technology use, to better align with the school's commitment to equity, inclusion, and academic excellence.
• New Sections: The updated handbook introduces new sections on digital citizenship, updated behavior expectations, and expanded guidelines on student support services.
• Alignment with School Mission: The changes have been made to support our mission of providing personal pathways to financial freedom for all students, ensuring that every student has the opportunity to succeed in a safe and supportive environment.

Action Requested: The Board of Directors is requested to approve the RSV Student and Family Handbook for the 2024-2025 academic year.

The Board will convene into Executive Session pursuant to RCW 42.30.110 to discuss matters exempt from public disclosure. The purpose of this session is to address issues that require confidentiality as permitted by law. These matters may include, but are not limited to, discussions about the performance of a public employee, legal counsel on potential litigation, or consideration of the acquisition or sale of real estate. The Executive Session is expected to last approximately 30 min, and no final actions will be taken during the session. The Board will reconvene into the public session at the conclusion of the Executive Session.

The Board will evaluate the performance of the Executive Director in accordance with RCW 42.30.110(1)(g). This session will be conducted in private to protect the confidentiality of the evaluation process and ensure an open and honest discussion. The Board will review the Executive Director’s achievements, areas for growth, and any necessary actions or follow-up based on the evaluation.

Next Board Meeting - August 20, 2024

Motion: The motion was made to adjourn the meeting.

The meeting was adjourned at X:XX PM PST