Rooted School - Washington
Minutes
Rooted School Vancouver Board Meeting
Date and Time
Wednesday October 26, 2022 at 4:00 PM
Location
In-person: at 1500 SW 1st Ave., Suite 680, Portland, OR 97201
Virtual on Zoom: https://extensis.zoom.us/j/86494081734?from=addon
All documents used for this meeting are made available as part of the agenda and the minutes for greater transparency and ease of public access.
Directors Present
A. Mason (remote), D. Grant (remote), N. Webster (remote), T. Knox (remote), T. Martin
Directors Absent
K. Chandra
Guests Present
Anders Lindgren (remote), Corey Baron (remote), J. Johnson (remote), S. Carney (remote)
I. Opening Items
A.
Call the Meeting to Order
B.
Record Attendance
C.
Land Acknowledgement
II. Approval of Minutes
A.
Approve Minutes from 09-28-2022 Rooted School Vancouver Board Meeting
| Roll Call | |
|---|---|
| N. Webster |
Aye
|
| A. Mason |
Aye
|
| T. Knox |
Aye
|
| T. Martin |
Aye
|
| K. Chandra |
Absent
|
| D. Grant |
Aye
|
III. Communications
A.
Welcome Community Members
- Anders Lindgren was introduced later in the meeting as the Rooted School Vancouver Operations Consultant where he provided the board with an overview of the platforms and work he has completed on RSV's behalf, including, but not limited to:
a) Faculty/ Staff Recruitment
b) Platform Design
c) Document Sharing
d) Job Boards
e) Linked-In Posting Recommendations
f) Student Enrollment
B.
Initial Public Comment
There was no initial public comment for this meeting.
C.
Reports
Jonathan Johnson provided an update on behalf of RSF that included:
- An announcement of Rooted School Foundation shifting to a CMO structure
- Board retreat updates
- Rooted School Foundation funding update
- Philanthropic revenue projections
Adrienne Mason presented on behalf of the Student and Family Recruitment Sub-Committee of the board:
- Leadership Clark County - Brand marketing of print and digital materials
- An action plan for student and family recruitment is currently in development
- Leveraging of social media
IV. Consent Agenda
A.
Recommendation to Approve Out-of-State Travel Request - Rooted School Foundation Retreat, New Orleans, Louisiana.
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.)
A.Recommendation to Approve Out-of-State Travel Request - Rooted School Foundation Retreat, New Orleans, Louisiana.
Rationale: Steven Carney is asking permission to travel with Board Chair Toby Martin to participate in the Rooted School Foundation Retreat. Rooted School Foundation is in the process of significant strategic planning and is looking for input and dialogue around Rooted School Foundations' vision, direction, services, and support. The focus of the retreat is to inform the strategic direction of Rooted School Foundation.
Cost Estimate: $2500
Funding Source: Hotel for one night is covered by Rooted School Foundation
Recommendation: That the Board of Directors approves the Out-Of-State Travel Request to New Orleans, Louisiana.
B.Recommendation to Conduct a Second Reading to Adopt Policy 1310 - Review, Adoption, Manuals, and Administrative Procedures
Rationale: Attached is new Policy 1310, Review, Adoption, Manuals, and Administrative Procedures, which is presented to the Board for a second reading and adoption.
Recommendation: That the Board of Directors conducts a second reading and adopts new Policy 1310, Review, Adoption, Manuals, and Administrative Procedures
1310 Policy Review, Adoption, Manuals, and Administrative Procedures.pdf
C.Recommendation to Conduct a Second Reading to Adopt Policy 1400 - Policy/Procedure Board Meeting Conduct
Rationale: Attached is new Policy 1400, Policy/Procedure Board Meeting Conduct, which is presented to the Board for a second reading and adoption.
Recommendation: That the Board of Directors conducts a second reading and adopts new Policy 1400, Policy/Procedure Board Meeting Conduct
D.Recommendation to Conduct a Second Reading to Adopt Policy 5005 - Employment and Volunteers: Disclosures, Certification Requirements, Assurances and Approval
Rationale: Attached is new Policy 5005, Employment and Volunteers: Disclosures, Certification Requirements, Assurances and Approval, which is presented to the Board for a second reading and adoption.
Recommendation: That the Board of Directors conducts a second reading and adopts Policy 5005, Employment and Volunteers: Disclosures, Certification Requirements, Assurances and Approval
E.Recommendation to Conduct a Second Reading to Adopt Policy 5010 - Nondiscrimination and Affirmative Action
Rationale: Attached is new Policy 5010, Nondiscrimination and Affirmative Action, which is presented to the Board for a second reading and adoption.
Recommendation: That the Board of Directors conducts a second reading and adopts new Policy 5010, Nondiscrimination and Affirmative Action
5010 Policy - Nondiscrimination and Affirmative Action.pdf
| Roll Call | |
|---|---|
| N. Webster |
Aye
|
| T. Knox |
Aye
|
| A. Mason |
Aye
|
| T. Martin |
Aye
|
| D. Grant |
Aye
|
| K. Chandra |
Absent
|
V. BOARD DISCUSSION ITEMS
A.
Budget Update
A budget update was provided by Corey Baron of Joule Growth Partners. The update included an overview of both expenses and revenue during the opening stages of RSV.
Corey Baron related that there will be a request for an advance on the implementation grant from WA Charters to assist with cash flow. It should be noted, that several other charter organizations have made a similar request that has been granted.
Rooted WA BvA September 2022.pdf
Rooted WA P&L September 2022.pdf
Rooted WA Balance Sheet September 2022.pdf
B.
BOARD RETREAT:
BOARD RETREAT:
A discussion of the upcoming Board Retreat in December that included:
- Potential Time Change
- Parent Involvement
- Agenda Setting
C.
Board Officers
Best practice suggests that the board should never be without four distinct individuals serving as the four officers:
- Chairperson
- Vice-chairperson
- Treasurer
- Secretary
Officers are typically elected at the annual board meeting/retreat. The attached officer job descriptions are attached to foster further discussion and feedback. Based on discussion outcomes and feedback, final job descriptions will be brought back to the November board meeting for approval.
Adrienne Mason - Board Secretary - Interim
VI. BOARD ACTION ITEMS
A.
Nomination and Approval - Board Secretary
Nomination and Approval - Board Secretary
| Roll Call | |
|---|---|
| K. Chandra |
Absent
|
| N. Webster |
Aye
|
| T. Knox |
Aye
|
| D. Grant |
Aye
|
| A. Mason |
Aye
|
| T. Martin |
Aye
|
B.
Recommendation to Approve Resolution 117193301.1
Recommendation: That the Board of Directors approves Resolution 117193301.1
Rooted - Board Resolution(117193301.1) (3).pdf
| Roll Call | |
|---|---|
| D. Grant |
Aye
|
| T. Martin |
Aye
|
| N. Webster |
Aye
|
| K. Chandra |
Absent
|
| T. Knox |
Aye
|
| A. Mason |
Aye
|
C.
Recommend to Approve Rooted School Washington Borrower Resolution (Raza) 117192868.2
Recommend to approve Rooted School Washington Borrower Resolution (Raza) 117192868.2
Rationale: RAZA Development Fund INC is the lender designated to fund the tenant improvements, as outlined in the attached construction projections developed by WCSD, at the Rooted School Vancouver site located at 10401 NE Fourth Plain Blvd., Vancouver, WA 98662. To secure the loan, Rooted School Vancouver will need to execute and deliver all certificates, documents, and agreements necessary and appropriate to carry out all required duties and obligations as the borrower.
Recommendation: That the Board of Directors approves Rooted School Washington Borrower Resolution (Raza) 117192868.1
Rooted - Raza Borrower Resolution(117192868.2).pdf
Rooted School Washington Loan Agreement v.1 (1).pdf
Rooted - Incumbency Certificate (Raza)(117216429.1).pdf
Rooted School Washington Note v.1 (1).pdf
Rooted Vancouver Tenant Improvement Plan.pdf
Rooted Estimate with alternates - 9.27.22.pdf
220924 Rooted Budget - shared with school.pdf
| Roll Call | |
|---|---|
| K. Chandra |
Absent
|
| A. Mason |
Aye
|
| T. Martin |
Aye
|
| T. Knox |
Aye
|
| D. Grant |
Aye
|
| N. Webster |
Aye
|
D.
Recommendation to Approve Construction Agreement with Robertson & Olson Construction
Recommendation to approve Construction Agreement with Robertson & Olson Construction
Recommendation: That the Board of Directors approves the draft construction agreement, and unless substantive changes are required, direct the Board Chair to approve and sign the final construction agreement with Robertson & Olson.
| Roll Call | |
|---|---|
| T. Martin |
Aye
|
| K. Chandra |
Absent
|
| D. Grant |
Aye
|
| N. Webster |
Aye
|
| T. Knox |
Aye
|
| A. Mason |
Aye
|
VII. Closing Items
A.
Adjourn Meeting
- 2022_09_28_board_meeting_minutes.pdf
- 10-26-22 Board Report on Operations Consultant.pdf
- 10-26-22 Executive Director Report.pdf
- Rooted School Foundation Report (October 2022).pdf
- 1310 Policy Review, Adoption, Manuals, and Administrative Procedures.pdf
- 5005 Policy - Employment and Volunteers_ Disclosures, Certification Requirements, Assurances and Approval.pdf
- 5010 Policy - Nondiscrimination and Affirmative Action.pdf
- Rooted WA BvA September 2022.pdf
- Rooted WA P&L September 2022.pdf
- Rooted WA Balance Sheet September 2022.pdf
- RSV Board of Trustees Job Description.pdf
- Board Chair.pdf
- Treasurer.pdf
- Vice Chair.pdf
- Secretary.pdf
- Rooted - Board Resolution(117193301.1) (3).pdf
- Rooted - Raza Borrower Resolution(117192868.2).pdf
- Rooted School Washington Loan Agreement v.1 (1).pdf
- Rooted - Incumbency Certificate (Raza)(117216429.1).pdf
- Rooted School Washington Note v.1 (1).pdf
- Rooted Vancouver Tenant Improvement Plan.pdf
- Rooted Estimate with alternates - 9.27.22.pdf
- 220924 Rooted Budget - shared with school.pdf
- A104-2017 - Working Final Draft - with redlines.pdf
The following Land Acknowledgement statement was read into the record by Toby Martin:
Rooted School Vancouver acknowledges the people whose ancestral lands we inhabit today. Prior to the introduction of white settlers to the area currently known as Clark County, this land was cared for by indigenous peoples for thousands of years.
At the time that colonization began, this area of Southwest Washington was occupied primarily by the Chinook and Cowlitz tribes. Additionally, countless tribes from across the Pacific Northwest came to this area to trade with one another by using the Columbia River and its adjoining waterways as an intricate network of trade routes.
For millennia, their communities thrived while maintaining a balanced, sustainable relationship with the natural world. These values were passed down from generation to generation and are still practiced by indigenous groups today, including the Cowlitz and Chinook. We pay our respects to these peoples, both past and present, by opening a space of recognition, inclusion, and respect for our sovereign tribal partners and all indigenous students, families, and staff in our community.