H. Friend lead in the flag salute.

H. Friend reviewed the Board meeting guidelines and emphasized the importance of maintaining focus on the structure and conduct of Board business.

She also reminded attendees to refrain from commenting until the designated public comment portion of the meeting.

Audit Report Presentation — Sorren LLP

Aria B. of Sorren LLP presented the audit report to the Board and shared her screen to review the Independent Auditor’s Report.

She reviewed the Schedule of Findings and Questioned Costs, directing the Board to page A-1, where the District received a clean opinion, the highest level of assurance provided by auditors.

Aria explained that the District was required to undergo a Single Audit due to exceeding the $750,000 federal funding threshold, noting that this threshold will increase to $1 million next year. She directed the Board to page 57 for details. She also reviewed the report on Federal Awards (page 59), stating that the auditors reported no findings or concerns.

The District qualified as a low-risk auditee, and Aria noted that the District is expected to maintain this designation next year.

Aria reported that minor items related to teacher experience testing were identified and are being corrected by the District.

She explained that GASB Statement No. 101 changed the accounting treatment of compensated absences, requiring auditors to evaluate sick leave balances. As a result, the District now reports a compensated absences liability under full accrual accounting, which is a significant amount and important for the Board’s awareness.

Under Communications with Governance, Aria reviewed audit responsibilities, management representations, and significant risk areas, including revenue recognition and related internal controls.

She also informed the Board that upcoming changes from the Oregon Department of Education, expected to be implemented by July 2027, will create additional reporting requirements and workload for all districts statewide.

Aria invited questions from the Board. Hearing none, the Board thanked her for the presentation.

P. Lee opened with positive remarks regarding the District’s progress.

He reported that COSA reached out to him to inquire about the District’s improved attendance rates and the practices implemented in Rogue River that have led to this improvement. He noted that the District has been improving attendance-related matters at a higher rate than many other districts and has begun working with his administrative team to further support these efforts.

P. Lee reported attendance data showing regular attenders at the junior high improved by 12% over the past two years, and at the senior high improved by 9.5% over the same period. 

Legislation Update:
P. Lee explained that the District’s current assessment vendor was not deemed a state supported vendor for accountability purposes. He stated that the Oregon Department of Education is aware of the situation and may provide an extended implementation timeline and financial assistance, noting that many districts across the state are facing similar circumstances. He added that the District’s vendor is the fourth most commonly used in Oregon, and he hopes it will be selected for continued use when they re-address this in the legislative session.

P. Lee also shared a positive update that three Board members attended a legislative dinner in January, where participants discussed fiscal decisions and legislative priorities affecting districts.

H. Friend asked for clarification regarding the accountability requirements. P. Lee explained that the measure originated as part of the Governor’s bill and noted that compliance will be challenging and costly for districts.

Accreditation Update
T. Kirkpatrick reported that the high school is required to undergo accreditation every five years. The last full accreditation review was completed three years ago. This year, the accrediting body requested a mid-cycle review. T. Kirkpatrick completed the update and submitted the required evidence in November. She reported that the school remains on track with its accreditation requirements and noted that the next full review in two years is expected to be a simpler process.

High School Success Funds Review
T. Kirkpatrick reported that the Oregon Department of Education (ODE) has initiated a review of High School Success Funds, which will include four review sessions over the next year. J. Parks, T. Kirkpatrick, and S. Wicks participated in the first session in November. T. Kirkpatrick reported that the District successfully completed the review on the first attempt and credited S. Wicks for her leadership in the process.

NAPE Assessment Participation
T. Kirkpatrick reported that RRJSHS was randomly selected by NAPE to participate in an assessment scheduled for February 23. Half of the eighth-grade students will take a math assessment, and the other half will take a reading assessment. She noted that the data will be used for educational purposes.

J. Chick asked whether ODE provides incentives for student participation. T. Kirkpatrick stated that ODE does not support incentives but noted that celebrations will be held afterward to recognize student participation. She also reported that students have taken practice tests to identify areas for improvement, particularly building endurance for longer assignments. The testing week will include adjusted schedules, additional dedicated time, and support from various teachers.

H. Friend asked whether parents had been notified. T. Kirkpatrick confirmed that NAPE notifications were sent the previous week and that an additional notification will be sent in February, including opt-out information.

A. James presented her “ODE Spotlight” presentation to the Board.

She reported that third-grade scores increased by 21 percent and are now 5 percent above the state average. She noted that this improvement has been recognized as a spotlight example for the legislature.

A. James also shared information about the upcoming Bingo Night event, which will include prizes and a silent auction. She noted that the event was highly successful last year.

H. Friend asked what contributed to the improvement in reading scores. A. James explained that staff closely analyzed trend data, implemented age-appropriate rubrics, and increased targeted instructional support to better meet student needs.

J. Parks presented her slideshow and discussed the use of empathy interviews to better understand student experiences. 

She reviewed senior highlights, noting that four students have graduated so far this year and that approximately 30 students are on track to graduate. Senior Day is scheduled for tomorrow from 2:00 to 4:00 p.m.

J. Parks also announced the upcoming School of Choice Open House, scheduled for Thursday, January 29, from 3:30 to 5:30 p.m.

Additional highlights included SVA hosting a team from South Umpqua School District, ongoing engaged professional development, participation in a Kiwanis luncheon, and an all-school ice skating event planned for next month.

J. Parks also announced that the SVA Spirit Store is now open and available in person.

W. Bogard reported that 27 students are currently participating in the GED program, with four students having successfully passed. 

W. Bogard shared that the LEGO Robotics team recently returned from a regional competition in Medford, where they earned second place.

She noted that there is currently an opening in food service.

W. Bogard also announced that the upcoming Chili Cook-Off is scheduled for January 31.

The Board received a thank you letter from Judy Robbins, which H. Friend shared with the other Board members.

Legislative Update:
B. Sund and H. Friend reported that the recent legislative event was very informative. Representative Alex Skarlatos encouraged individuals to attend in person if they wish to be heard. Representative Dwayne Yunker, who represents Josephine County, serves on the Education Committee.

They reported a strong turnout in Grants Pass, marking the first time the event was hosted there. Discussion included FFA graduation rates, which are approximately 95 percent compared to other groups with graduation rates in the 80 percent range. There was also discussion of a proposed reduction of over $1 million in FFA funding.

H. Friend also announced the upcoming FFA Beef Event scheduled for February 7.

There were no changes from last month.

D. Sweeney reported that the audit has been completed.

He stated that budget preparation will begin in March and noted that financial conditions are expected to remain tight.

D. Sweeney will provide a budget calendar for the Board soon. He also noted that there may be two budget meetings this year.

Policy Review Discussion - Instructional Media and Feature Films

H. Friend announced the policies currently under review, noting that discussion began in December. The Board reviewed the current policy, a sample policy, and supplemental policy IIA.

P. Lee reported that changes had been implemented at the junior/senior high at the end of 2025 at the building level, though these changes have not yet been adopted as district policy. H. Friend asked T. Kirkpatrick to describe those changes. T. Kirkpatrick explained that the school expanded its feature film guidance to include full-length documentaries, not just clips. If media does not have an official rating, parent permission is required. If rated, the media must follow established guidelines, and documentation must be maintained.

Board Feedback on Current Policy:
H. Friend noted areas for clarification, including European ratings and distinctions between full-length films and clips. B. Sund expressed concern that PG-13 ratings can be subjective.

Board Feedback on Sample Policy:
H. Friend noted the sample policy was provided by legal counsel and recommended for consideration by other districts. The sample policy requires principal approval of media five days in advance, compared to the current district policy requiring ten days’ notice.

E. Poston stated that supplemental materials and films should be accessible to parents regardless of rating and expressed concern with language in Policy IIABB and IIABB-AR that includes the phrase “when practicably possible.” She suggested removing that phrase to ensure parents have full access to preview materials.

J. Chick asked whether the phrase referred specifically to preview access. He noted that other safeguards, such as consent and opt-out provisions, would still apply. B. Sund emphasized the importance of reviewing the policy as a whole and noted that parent consent and opt-out options remain essential protections.

Board members discussed balancing parent access with practical implementation for staff. The shared goal identified was to ensure parents have the opportunity to review materials without creating unreasonable burdens on staff.

Returning to the current policy, H. Friend noted that the high school has already added provisions addressing full-length documentaries, though these changes are not yet reflected in Board policy. 

E. Poston suggested broadening the policy to address “all media,” rather than only films, to ensure comprehensive coverage.

P. Lee reviewed options for updating the policy, including expanding definitions, clarifying approval processes, and outlining parent notification procedures. 

H.Friend expressed interest in defining media more clearly, including video media, films, documentaries, and similar instructional materials, as well as establishing clear timelines for parent access and consent where appropriate.

M. Jacob reviewed the broad definition of media, noting it could include various published materials. 

P. Lee suggested that language specific to visual or video media could address the Board’s concerns while preserving instructional flexibility. 

H. Friend noted the importance of allowing flexibility for current events, which may not allow extended advance notice.

J. Chick expressed the view that the policy should remain focused and not attempt to include every possible type of media. H. Friend suggested broadening the language to include “video media” while maintaining clarity.

P. Lee noted that both the current and sample policies have been reviewed by legal counsel and emphasized the importance of legal review for any revisions. He stated he would work to condense the Board’s feedback into draft language for a second reading in February, with potential adoption in March, if ready.

Board Feedback on Policy IIA:
Discussion to continue.

No motion made. See discussion.

H. Friend read the Good of the Order guidelines.

Public Comment - Emily Chmelier (Re: Decision of Superintendent)
E. Chmelier spoke regarding the contents of the referenced video, including mention of invisibility cloaks. She stated that she is doing her best to follow the established guidelines and rules.

She expressed concern that her statements had been interpreted in a way that supported a narrative favorable to the school. She asked when formal standards would be established and stated that she appreciated the Board’s work on the policy review.