Monday, April 11, 2005

Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session April 11, 2005, at 7:00 p.m. in the Ashland Council Chambers.  Present were:

 

Amy Amrhein               )            Chair

 

Chuck Keil                   )                                  

Sheryl Lipski                )            Board Members

Terry Littleton               )

Heidi Parker                 )                      

                                   

Juli Di Chiro, Superintendent

Loren Luman, Business Manager

Andrew Ainsworth, Student Representative

Diane DeMerritt, Certified Representative

Ron Dulaney, Classified Representative

District Administrators

Media Representatives

Jeanne Peterson, Executive Secretary

 

I.          Call to Order

 

            The meeting was called to order at 7:05 p.m. by Chair Amrhein. 

 

II.         Pledge of Allegiance

 

III.       Roll Check

 

            A roll of the board was taken and all members were present.

 

IV.              Welcome Visitors

 

            Chair Amrhein welcomed visitors.

 

V.            Consent Agenda

 

1.         Approve minutes of regular session of March 14 and work session of March 28, 2005.

 

2.         Personnel

 

a.            Requests for Leaves of Absence

 

Russ Otte, Ashland High School Choir Teacher, requested a .17 miscellaneous unpaid leave of absence for the 2005-06 school year.  It was  recommended that his request for leave be approved as presented.

 

Pam Vellutini, Helman Music Teacher, requested a professional study and development leave for the 2005-06 school year.  It was recommended that her request for leave be approved as presented.

 

Martha Wilhelm, Walker Elementary Teacher, requested a miscellaneous unpaid leave for the first half of the 2005-06 school year.  It was  recommended that her request for leave be approved as presented.

 

b.            Employment Recommendations

 

            Karl Carstensen was recommended as a full-time Physical Education teacher at Ashland Middle School replacing John Lefler who retired. 

            Jennifer Gonzalez is recommended as a full-time probationary Spanish Teacher at Ashland Middle School.  Jennifer filled the position this year on a temporary basis. 

 

            Greg Hanzel was recommended was a full-time probationary Special Education Teacher at Ashland Middle School.  He filled this position on a temporary basis this year.

 

            Barbie Hobein was recommended as a full-time probationary Spanish Teacher at Ashland High School.  Half of this position is new and is funded by the general fund.  Barbie filled a half-time temporary position this year. 

 

 

Director Keil moved that the Board approve the consent agenda.  Director Lipski seconded and the motion passed unanimously.

 

VI.       Reports

 

1.         Student and Staff Representative Reports

 

            Andrew Ainsworth, Student Representative, reported on Model U.N. and the school board candidate forum being sponsored by Ashland High School.

 

            Diane DeMerritt, Certified Representative, reported on elementary parent teacher conferences, statewide testing, landscaping project at Walker, Day of the Child celebration on April 29 at Walker, and the School Board Candidate Forum to be held at Walker on April 21.

 

            Ron Dulaney, Classified Representative, reported on Legislative Education Day on March 14, and the School Board Candidate Forum to be held on April 25 from 4:00 to 5:00 p.m. at Ashland Middle School.

 

2.         Ashland Schools Foundation

 

            Susan Bacon reported on the Buy in for Books program, and the annual fundraiser.

 

 

 

 

 

 

3.         Board Reports

 

            Chair Amrhein announced all of the School Board Candidate Forums as follows:

           

                        April 19, 6-7 pm, School House RVTV

                        April 21, 7:30-9 pm, Walker PTO in cafeteria

                        April 27, 7-8:30 pm, AHS Site Council in library

                        April 29, 9:30 am, AMS WAMS in library

                        May 5, 6-7 pm, League of Women Voters RVTV.

 

4.         Superintendent Report

 

            Superintendent Di Chiro reported on the progress of the Business Manager search and a Health Kids Learn Better Grant application.

           

VII.      Hear public requests not a part of the agenda

 

Community members gave public input as follows:  expressed support of the superintendent and board members; Board Policy KJA has resulted in lower numbers of kids participating in extra-curricular activities, the Board should repeal this policy;

 

VIII.     New Business

 

1.         Review and/or Accept a Request for Proposal for the Lincoln School Site

 

            Juli Di Chiro reported that the Board met earlier today in executive session and reviewed proposals received from Siskiyou School, City of Ashland and Southern Oregon University.  The Board determined that none of the proposals matched the established criteria, and all proposals had issues of concern.

 

            Director Keil moved that the Board not accept any proposal at this time.  Further, the Board will continue to consider all lease, but not sale, proposals until July 1.  If a viable lease proposal for the entire Lincoln Building is received, the Board will schedule a work session to receive public input and consider the offer.  If no viable lease proposals are received by July 1, the Board recommends that the new Board appoint a task force and engage a professional commercial management business to help the Board actively recruit tenants for the entire Lincoln Building.  Director Littleton seconded the motion. 

 

            Superintendent Di Chiro reported that the budget has been developed, and based on savings from the Lincoln School closure and transferring some additional expenses from the general fund to the youth activity levy, the district will be able to budgetarily make it through this biennium without receiving revenue from the Lincoln School Site.  Therefore, the Board can take more time to determine what to do about the Lincoln School Site.

 

 

 

 

            Public input was received as follows: 

 

This is an important land use issue.  The Board should support the Save our Schools and Playgrounds Committee, and find different ways to harness the creativity in the community to save both our schools and playgrounds.

 

The Facilities Study and Strategic Plan for all of the district should be reviewed before any plans are made to sell the property.

 

Look at the options available such as Waldorf options and work with the Save our Schools and Playgrounds Committee.

 

The Facilities Plan must be part of the larger strategic plan.  The district does not need to buy support to complete a facilities study; look for qualified volunteers in the community.

 

Look for and examine the underlying issues that resulted in the closure of elementary schools.  Give the community a chance to raise part of the funds to renovate the building and keep it a part of the school district.  Is Lincoln School on the National Historic Register?

 

Most community members see Lincoln as an asset management issue, and do not want it to be sold.

 

Try to keep Lincoln School open for another year.  Ask the Ashland Schools Foundation to help in that endeavor. 

 

Because of the timeline for the proposals, the proposers were destined to fail.  The Board cannot solve the lowering enrollment alone.  The district needs a facilities plan, secrecy should be the last resort, the people of Ashland can accomplish great things.

 

The process being slowed down is good, but the building should not remain empty.  IF the building isn’t used for educational purposes for a certain amount of time, upgrades have to be made to meet current codes.  Consider leaving Lincoln School open for another year, or consider accepting the Siskiyou School lease.  Continue brainstorming.

 

Walker is going to be really crowded next year.  Keep Lincoln open for one more year and see what the enrollment is.

 

Bellview has room for kids.  All families are welcome to attend Bellview.

 

Keep Lincoln School open and also rent some space to Siskiyou School.

 

Following the public input, the Board passed the motion unanimously.

 

           

2.         Establish Bond Committee

 

            Superintendent Di Chiro reviewed Board Policy BCF, Advisory Committees to the Board, which indicates that the Board will determine the charge to the committee, set forth the service the Board wishes the committee to render and the extent and limitations of its responsibilities, determine resources the Board may provide, determine the length of time the committee will serve and the approximate date(s) on which the Board wishes to receive committee reports, and discuss the membership of the committee and determine whether or not to advertise for membership.  Mrs. Di Chiro asked the Board to establish a Bond Committee now so much of the review of the facilities can be done during the summer.  Chuck Keil reported that the following people have been working informally to gather information for a bond proposal:  Rick Barth, Ruth Alexander, Rich Whitley, John Javna, Carol Davis, Vance Littleton, Karl Kemper, Debbie Pew, Marylee Otto, and Chuck Keil.  He suggested that Amy Patton be added because she has volunteered. 

 

            Following further discussion, Director Keil moved that the Board appoint a Bond Facilities Committee, that the people enumerated earlier plus the board liaison be appointed to the committee, that the committee be charged with developing the first phase of a bond proposal that would be on the ballot in November of 2006.  The first phase would include reviewing responses to the Request for Proposals for a Facilities Study and making a recommendation to the Board.  Further the committee will be charged with developing a timeline for the bond proposal, and developing a preliminary budget for themselves as a committee.  Director Littleton seconded and the motion passed unanimously.

 

            Public input was received as follows:

 

In Phase 1 the Committee may want to consider presenting to the Board and to the public the process of how the Requests for Proposals will be communicated to the public and how public input will be gathered.

 

Put in writing all of the phases, what happens, when public input will be received, and have everything on the website.

 

The Board agreed that information would be included in the next board packet so the Board can address all of the components of establishing the Bond Committee.

 

3.         Approve Resolution to Reimburse Expenditures from the Proceeds of General Obligation Bonds

 

      The following resolution was presented to the Board for consideration and was recommended for adoption.

 

                        Reimbursement Resolution #05-02

 

      WHEREAS, the Board of Education (the “Board”) of Ashland School District No. 5, Jackson County, Oregon (the “District”), is authorized pursuant to the Constitution and Statutes of the State of Oregon, to enter into tax-exempt borrowings to finance authorized projects and to pay costs incidental thereto; and

 

      WHEREAS, the District has determined that a need exists to finance District projects and to pay the costs of issuance of general obligation bonds; and

 

      WHEREAS, the District anticipates incurring expenditures (the “Expenditures”) to finance the costs of the projects and wishes to declare its official intent to reimburse itself for any Expenditures the District may make from their own funds on the projects from the proceeds of general obligations bonds (the “Bonds”), the interest on which shall be excluded from gross income under Section 103 of the Internal Revenue Code of 1986, as amended (the “Code”); and

 

      WHEREAS, the cost of the projects, including costs incidental thereto, are estimated to be not more than $75,000.00; and

 

      WHEREAS, the District understands that the use of proceeds of the Bonds to reimburse an Expenditure may occur no later than the later of (a) 18 months after the date of such Expenditure or (b) 18 months after completion of the projects to which such Expenditure relates, and in any event no later than three years after the date of such Expenditure; and may occur no earlier than sixty (60) days prior to the date of the adoption of this resolution; except for preliminary expenditures in an amount not exceeding 20% of the Bond proceeds or expenditures which do not exceed the lesser of $100,000 or 5 percent of the Bond proceeds.  Preliminary expenditures include:  architectural, engineering, surveying, soil testing and similar costs incurred prior to commencement of acquisition, construction or rehabilitation of the projects, other than land acquisition, site preparation and similar costs incident to commencement of construction.

 

      NOW, THERTEFORE, BE IT RESOLVED BY THE BOARD OF EDUCATION OF ASHLAND SCHOOL DISTRICT NO. 5, JACKSON COUNTY, OREGON, as follows:

 

1.            The District hereby declares its official intent to reimburse itself with the proceeds of the Bonds for any of the Expenditures incurred by it prior to the issuance of the Bonds.

 

2.            The District hereby appoints the law office of Preston Gates & Ellis LLP, as bond counsel for the Bonds and Seattle-Northwest Securities Corporation as underwriter for the bonds.

 

3.            The Superintendent or Business Manager or their designee is hereby authorized to take such further action as is necessary to carry out the intent and purposes hereof in compliance with the applicable provisions of law.

 

ADOPTED by the District this 11th day of April, 2005.

 

Director Lipski moved that the Board adopt Resolution #05-02 as presented.  Director Keil seconded and the motion passed unanimously.

 

4.      Request for Proposal for Facilities Study

 

The Board reviewed the Request for Proposals for Facilities Study.

 

Director Keil moved that the Board approve the Request for Proposals for Facilities Study as presented, and further moved that the Board grant permission for the Business Manager to make minor changes to the language.  Director Littleton seconded.

 

Public comments were received as follows:

 

The proposer should show the costs of everything.  There should be prioritization.  Include evaluation of the cost of renovation versus replacement.  When considering renovation, be sure an architect has experience in renovation and include that requirement in the Request for Proposal.  The Facilities Study should be presented to the public for comment before proceeding.  Evaluation should consider cost and impact resulting from a school closure.  Consider environmental costs of tearing down as building.  Evaluate deferred maintenance.  The Board should remove the acquisition of property from the Request from Proposal.

 

Openness in this process is critical and will lead to trust.

 

Make sure that a record is kept of the distribution of Requests for Proposals so potential proposers can be notified of any changes in deadlines.

 

Director Keil moved to amend the motion to delete paragraph F, 5, c from the Request for Proposal and change   F,5,d, e and f to c, d and e.  Director Littleton seconded and the amendment passed unanimously.

 

Director Littleton amended the motion to add to F,5,c the following requirements:  prioritization of tasks, cost of renovation versus replacement, and feasibility of historical preservation.  Director Keil seconded and the amendment passed unanimously.

 

The final motion including all amendments reads as follows:  Director Keil moved and Director Littleton seconded that the Board approve the Request for Proposals for Facilities Study as presented, and grant permission for the Business Manager to make minor changes to the language.  Delete paragraph F,5,c from the Request for Proposal and change F,5,d,e and f to c,d and e.  Add to F,5,c the following requirements:  prioritization of tasks, cost of renovation versus replacement, and feasibility of historical preservation.   The motion passed unanimously.

 

5.      Adopt Ashland Quality Education Model

 

Superintendent Di Chiro reviewed the changes in the final draft of the Ashland Quality Education Model. 

 

The Board took a break at 9:50 p.m. and reconvened at 9:55 p.m.

 

Following discussion, Director Keil moved that the Board adopt the Ashland Quality Education Model as presented with board modifications.  Director Lipski seconded. 

 

Public comment was received as follows:  include money in the budget outside of the bond for deferred maintenance; notify the public of increased costs for personnel in the AQEM; the model doesn’t have a vision or describe one; the document is a beginning but is not bold enough.

 

The motion passed unanimously.

 

Director Keil moved that the Board extend the meeting, as needed, until 11:00 p.m.  Director Littleton seconded and the motion passed unanimously.

 

6.         Approve 2005-06 School Calendar

 

Director Keil moved that the Board approve the 2005-06 school calendars as presented.  Director Lipski seconded and the motion passed unanimously.

 

IX.       Old Business

 

There was no old business.

 

X.            Announcements and Appointments

 

A Budget Committee Meeting will be held Monday, April 25, 2005, at 7:00 p.m. in the District Board Room to present the proposed 2005-06 budget document.

 

The next regular session will be held on May 9, 2005, at 7:00 p.m. in the Ashland Council Chambers

 

XI.            Adjournment

 

            There being no further business, the meeting adjourned at 10:36 p.m.

 

Jeanne Peterson, Executive Secretary



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