Introductory Comments
Interim Superintendent Cydney Vandercar noted that in-person and virtual high school graduation ceremonies were underway for 4J’s graduating seniors. Ms. Vandercar said she and five other school district superintendents met with Gov. Kate Brown earlier in the week. The group discussed the districts’ community engagement and planning to determine the use of Student Success Act funding. The superintendent said 4J held more than 50 community meetings with large and small, general and focused groups in every region of the district in developing its plan for spending that money.
She said the district continues its work to place two modular buildings with a total of four classrooms on the school site that houses Yujin Gakuen Japanese Immersion Elementary School and Kelly Middle School. The first is targeted to be in place by the start of school, and the second will be ready later. Crews have worked to shore up the roof supports in the inner gym, where two roof trusses were found to be failing, and the building will be able to be used this summer and fall. Yujin Gakuen students will attend summer enrichment programs in the Kelly building, and summer enrichment programs for Kelly Middle School students will be held at Madison Middle School. Kelly and Yujin Gakuen held their promotion ceremony at North Eugene High School’s baseball stadium the prior week, and Yujin Gakuen had held their end-of-year field day activities at the Kelly field that afternoon.
Superintendent Vandercar said the district has decided to reduce the number of parking stalls at the new Camas Ridge Elementary School building to 43, the minimum allowed under the city of Eugene’s development regulations, from 71. The superintendent thanked 4J’s facilities team for their work in adjusting the design in response to feedback from community members. Sharply rising construction costs means the district must be frugal with design changes to ensure that school construction projects, paid for with bond money that local voters approved in November 2018, are completed on budget.
Lastly, Superintendent Vandercar thanked Anne Marie Levis and Jim Torrey for their years of service to 4J during their final regular meeting as board members, after they chose not to seek reelection in May. Newly elected board members Laural O’Rourke and Maya Rabasa will take their oath of office and begin their four-year terms on July 1.
Items for Information (no board action is expected to be taken)
• Received an update on All Students Belong assessment: The board continues its work to address racial inequities and work toward safety and belonging for all students, including ensuring that practices do not disproportionately harm students of color, LBGTQ students, students with disabilities, and other groups of students.
The district hired a consultant, SeeChange LLC, to undertake an initial assessment of related data and policies. The consultant has conducted or is conducting outreach and targeted focus groups with students, teachers, classified staff, administrators and parents, including families of Black, Latinx and Native American students and students with disabilities. The consultant also is collecting input from separate surveys of students, teachers and licensed specialists, administrators, and classified staff, with about 500 responses received from district staff.
SeeChange has begun analyzing the data and preparing a report. The consultant will share the findings and recommendations with the board in August. At later point, the board expects to convene a work group that will use the findings as a launching point to continue the dialogue and develop recommendations related to student and school safety in 4J.
• Received an update on the temporary closure of the Kelly and Yujin Gakuen school building: Contractors are continuing work to address the failing roof trusses, or supports, in one of three gymnasiums at the school building housing Kelly Middle School and Yujin Gakuen Elementary School. The building was closed on May 10 after the problem was discovered by a 4J maintenance worker.
The contractor is shoring up the trusses so the roof can later be permanently repaired. The district’s facilities team is confident the building will be made safe and students will be able to return to the school in the fall, although the gym where repairs are needed will stay closed until work is completed and will not be available at the start of the school year. As the building has three gyms, Kelly and YG students still will have access to separate gyms within the building. The district has identified alternative sites so students can pick up free meals and participate in upcoming summer programs in-person.
In addition, the district is working to place two modular buildings with a total of four classrooms on the school site, including moving one that is currently located at 4J’s Family School site on Crest Drive. The district is working to ensure one of modular units is ready to welcome students this fall, with the other unit opening sometime later in the school year.
• Received an update on summer construction projects: Construction is well underway on both the new Edison Elementary School building and the expansion of Gilham Elementary School. Site work has begun for the new North Eugene High School building, and design work is nearing completion on the new Camas Ridge Elementary School building. The school construction projects are being paid for with bond funding that local voters approved in November 2018. Other summer construction projects include athletic facility upgrades, turf field replacements, bleacher replacements at Kennedy and Monroe middle schools, and renovation projects at multiple schools including Twin Oaks Elementary School, Fox Hollow Campus, and work at Kennedy Middle School in preparation for the co-location of Chinese Immersion School.
Received an update on COVID-19 school operations and planning: The district has received grant applications from 36 community organizations interested in providing free or reduced-cost summer enrichment and learning programs to 4J students, totaling more than $2.3 million. Using state-granted summer program funding, the district is working to provide more summer opportunities particularly for 4J students disproportionately impacted by the pandemic.
During the summer, the district will continue to distribute free food boxes for 4J students and other youth every Wednesday at a middle school in each of the district’s four regions. Families will have a second chance to pick up food boxes all day Thursday each week at the district office. Each food box will contain ingredients for five days of breakfast and lunch meals.
District staff shared the results of a community survey on how best to put additional ESSER III federal funding to use to support students as our community recovers from the pandemic. 4J received about 1,500 responses from staff, parents, students and other community members. Respondents identified academic and social-emotional connection as the biggest needs, followed by mental health needs, opportunities for social connection and family economic challenges. Suggestions that respondents submitted to help meet those needs included more supports for academic learning and reconnecting with peers.
Staff also reported on some changes the Oregon Department of Education is considering that would impact how 4J and other school districts provide online learning. The changes won’t go into effect for the coming school year but could be implemented in the future.
Lastly, the district also is awaiting guidance from ODE on how schools will implement in-person school five days a week during the upcoming school year, including any requirements for face coverings and physical distancing.
• Received a report on the 2020–21 School Climate Survey: District policy requires an annual report to the board on student incidents of bullying, cyberbullying, domestic violence, harassment, hazing, intimidation and teen dating violence. This year’s survey added questions related to the pandemic to get feedback from students on their experience of hybrid and distance learning and help measure students’ social-emotional wellness and safety.
• Received notification of a change in grant fund appropriations: The district reported to the board that it has received more than $10.7 million in grant funding since the current-year budget was adopted last June. The federal and state governments provided the grant funding to help 4J address the economic impacts and myriad needs arising from the coronavirus pandemic. The district will shift appropriation amounts to ensure appropriate funds to cover all grant expenditures for the year.
• Received a report listing district-issued credit cards: District policy requires the superintendent to annually present to the board a list of the credit cards issued to designated staff and programs for district purchases. The district currently has 78 active purchasing cards.
Items for Action
• Approved items on the consent agenda: The board approved the purchase of replacement student learning devices, replacement intercom technology at 21 sites, classroom libraries from the Student Success Act–Student Investment Account plan, and control systems for the new Edison Elementary School building; a resolution making appropriations resulting from transfers; guidelines for the provision of school items for staff; a plan to increase compensation for staff in summer school programs; and award of the construction manager/general contractor for the new Camas Ridge Elementary School building. The vote was unanimous.
• Adopted the 2021–22 budget: State law sets a June 30 legal deadline for school districts to adopt a balanced budget. For the coming fiscal year, 4J’s general fund budget will increase to $260.6 million, $22.1 million more than the current year. The budget provides for the use of reserve dollars to help balance rising costs that are not met by projected state funding levels. The budget also includes anticipated revenue from federal and state funds that will allow increased staffing at elementary and middle schools and provide more operational, academic and social supports, including services and supports for 4J student populations disproportionately impacted by the pandemic. The vote was unanimous.
• Adopted the 2021–22 school board calendar: Each year, the board sets the schedule for its regular board meetings from July 1 through June 30. The board generally meets on the first and third Wednesday of each month. Special board meetings and board work sessions may also be scheduled during the year; board members typically set aside every Wednesday evening for that purpose. The vote was unanimous.
• Elected board officers for the 2021–22 school year: The board elected Judy Newman as board chair and Martina Shabram as board vice chair. The board will vote to reaffirm the election of the two officers in July, after the two new board members are sworn into office. The new board officers also were authorized to sign for the district during the 2021–22 fiscal year. The votes were unanimous.
Items for Future Action (board action is expected at a later meeting)
• Received information and considered initiating land-use decision process for a proposed property purchase for the new Future Build Project: 4J is planning to launch a new career technical education (CTE) program, called the Future Build Project. The program will provide students with hands-on experience building homes—and learning about planning, budgeting, design and construction—under the supervision of a licensed teacher. Once built, the home will be sold to a community partner that helps families transition out of homelessness, with the proceeds of the sale going to purchase property for the next homebuilding project. The board will vote on June 23 on initiating its land-use decision process to purchase the first property for the new program.
Public Input
The board heard live public comment via Zoom. Eleven community members spoke about the two outgoing board members Anne Marie Levis and Jim Torrey, special education staffing, face coverings, “critical race theory,” standardized testing and the new Camas Ridge Elementary School building. To request to speak to the school board, community members may complete an online request form by the Monday before the next regular board meeting. Community members also may send comments via email to board@4j.lane.edu.
Agenda and Materials
June 16 regular meeting materials
June 16 work session audio recording
June 16 regular meeting audio recording
NOTE: This is a quick summary of the topics and actions at a meeting of the school board. This document is NOT the official minutes of the school board. Official minutes are posted after they are drafted, reviewed and approved by the board. Audio recordings of meetings are typically posted within two days after the meeting.
School Board Meeting Schedule & Information
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