Introductory Comments
Interim Superintendent Cydney Vandercar reported on changes to COVID-19 protocols based on shifts in statewide guidance, including the launch of a “test to stay” program, making mask wearing optional for students when they are outdoors (they must continue to wear masks while inside school buildings), and a reduction in the amount of time students must quarantine if they come in close contact with an individual who tested positive for the virus.
The superintendent said the middle school track program for 2022 was under consideration. There was a possibility 4J may not have a middle school track season this spring due to shortages of bus drivers and a lack of volunteers to provide adult supervision, although no final decision has been made. District leaders will continue the discussion after winter break.
The superintendent talked in length about 4J’s response to concerning social media posts directed at BIPOC students and groups in recent weeks. Eugene police are investigating. The superintendent said she’s met with students, staff and community members to listen to their concerns, and their message to her was clear: They want a swift and definitive response to stop the behavior.
She said the district is drafting a policy explicitly addressing racial harassment, which would be shared with the board for its consideration at its January 12 meeting. The district is developing a webinar for students and staff to be shown during advisory at each 4J secondary school that provides advice on what to do if they witness or experience harassment. A video is also being developed for parents to provide information about how 4J responds to threats. The district also is developing a checklist to help administrators work through the district’s procedure for addressing bias incidents, hate symbols and hate crimes.
The superintendent also read her message to parents sent out earlier this week that condemned the social media posts as well as racism and bigoted and threatening speech and offered support for students and staff. She expressed appreciation for everyone who has voiced support for 4J students and staff.
Board Chair Judy Newman also condemned the racial harassment of students, saying the behavior undermines students’ sense of safety and belonging and that bigotry and racism are unacceptable and won’t be tolerated in 4J schools. She reiterated that the district would take all necessary steps to protect the safety of students and staff. Ms. Newman praised the response of the superintendent and district staff, and said the supports provided to students and staff would be available for as long as needed.
She also talked about her meetings with high school students about safe, trauma-informed schools, and with parents and neighbors around Chávez Elementary School, where a temporary camp has been located nearby, about their concerns over discarded needles, feces and urine, vandalism and hostile behavior on the walking and biking routes to the school and on the school grounds. Newman called the reports alarming and an unacceptable situation for 4J’s elementary students. She said the district and its partners are working on strategies to address the unsafe situation.
Items for Information (no board action is expected to be taken)
• Discussed increasing student representation during future board meetings: 4J is committed to providing equitable opportunities for all students to participate and have their voices heard on decisions impacting their education. Each year, the six high school representatives — from Churchill, North Eugene, Sheldon, South Eugene, ECCO and Eugene IHS — attend regular board meetings to report on happenings at their school. The board is considering ways to provide more meaningful opportunities for high school representatives and their schools’ affinity groups to provide input to board members.
In the interim, the student board representatives selected to serve this year will start attending board meetings in January. At each board meeting, the representative will share their report as usual, but the board will encourage them to raise issues of importance to them and their peers and seek their feedback on issues and ideas as they arise during meetings. Each board member will serve as a mentor for a student board representative.
In January or February, a group of three board members will bring back a proposal for consideration by the full board on how to elevate student voice and include affinity group representation at future board meetings.
Items for Action
• Approved items on the consent agenda: The board authorized enrolling out-of-district students during the 2022–23 school year; approved renewal of the district’s contract with Ridgeline Montessori Public Charter School; authorized grant matching funds for a 4J restorative practices program; and approved the official minutes for the November 17 and December 1 regular board meetings. The vote was unanimous.
• Approved the permanent superintendent selection plan and timeline: The board approved the timeline and community engagement process for the recruitment and selection of the permanent superintendent as outlined in the proposal discussed during the work session preceding the regular meeting. The board also approved the formation of a subgroup of three board members to plan and coordinate the details and logistics of the selection process. Both votes were unanimous.
• Approved revisions to board policies: The board unanimously approved revisions to board policies to reflect changes in the law and state regulations to and make updates consistent with best practices:
– GBNAB and JHFE – Suspected Abuse of a Child Reporting Requirements
– GBNAA and JHFF – Suspected Sexual Conduct with Students and Reporting Requirements
– IGBHA – Alternative Education Programs
– IGDJ – Interscholastic Activities
• Approved a resolution authorizing community benefits contracts: The school board approved a resolution authorizing on a trial basis the use of community benefits contracts on a portion of the project to construct a new Camas Ridge Elementary School building. The resolution designates certain subcontracts of the Camas Ridge project as community benefits contracts, including subcontracts in the following trades: framing, drywall, ceiling systems, plumbing, mechanical (HVAC), fire sprinklers, electrical, glasswork and roofing. The community benefits contracts require the subcontractors to provide employer-paid full family health insurance coverage; establish and implement a plan to promote opportunities for minority individuals, women, and disabled veterans; and pay a prevailing wage, among other conditions. The superintendent will develop a prequalification process in which a prospective bidder may prequalify for a community benefit subcontract. The superintendent will able to bid the work again without the requirements of the terms of the community benefits contracts if there is an insufficient number of bidders on the subcontracts or the bids would cause significant expense or delay.
The board approved the resolution. after including glaziers and roofers as subcontractors subject to the community benefits contracts. The board approved adding roofers on a 4-3 vote, with board members Martina Shabram, Gordon Lafer, Laural O’Rourke and Maya Rabasa voting yes, and Alicia Hays, Judy Newman and Mary Walston voting no. The board approved adding glaziers on a 6–1 vote, with board member Mary Walston voting no. The amended resolution passed on a 6–1 vote, with board member Mary Walston voting no.
Items for Future Action (board action is expected at a later meeting)
• Considered contract renewal with Twin Rivers Charter School: The school board initially approved a contract with the new charter school in 2016, and later approved a short-term renewal. The current contract expires in June. The charter school has requested renewal for five years. The superintendent recommends the renewal, contingent on a successful negotiation of a contract. The contract would stipulate that Twin Rivers will have an annual review that evaluates student performance, curriculum and assessment and enrollment, among other areas.
• Considered the process for the superintendent’s annual job performance review: The board briefly talked about the process to review the annual job performance evaluation of Interim Superintendent Cydney Vandercar.
• Reviewed board member speaking times and purpose for board member reports: To shorten meetings, the board discussed limiting board members’ speaking times when making reports or commenting on agenda items during meetings. Board members agreed they’d try to keep to a time limit of three minutes with the understanding there would be flexibility to speak longer, if needed.
Due to the late hour, the following agenda item was postponed: Discussion of board working agreements.
Public Input
The board heard live public comment virtually via Zoom. Seven people spoke about the Twin Rivers Charter School contract renewal, concerns about racial harassment targeting 4J students, middle school track and field, and COVID-19 vaccinations and testing. 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
December 15 regular meeting materials
December 15 work session audio recording
December 15 work session video recording
December 15 regular meeting audio recording
December 15 regular meeting video 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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