Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session June 13, 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
Diane DeMerritt, Certified Representative
Jeanne Peterson, Executive Secretary
I. Call to Order
The meeting was called to order at 7:00 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 budget committee meeting of May 4, executive and regular sessions of May 9, special session of May 18, and work session of May 23, 2005.
a. Employment Recommendations
Rebecca Gymarthy was recommended as a probationary full-time Special Education Teacher at Bellview Elementary. This is a new position funded by the general fund.
Angela Johnson was recommended as a probationary half-time Physical Education Teacher at Ashland Middle School replacing Karl Carstensen who was transferred.
Dwayne Johnson was recommended as a probationary half-time Orchestra Teacher at Ashland Middle School replacing Gerry Pare who is being transferred to elementary music.
Kirsten Morton was recommended as a probationary full-time Band Director at Ashland High School replacing Vicki Jorgensen who retired.
Steve Retzlaff was recommended as a probationary full-time Assistant Principal at Ashland Middle School replacing John O’Malley who resigned a year ago.
b. Approve Business Manager Contract
At the May regular meeting, the Board approved the hiring of Pamela Lucas as the District Business Manager replacing Loren Luman who is retiring. Her proposed contract was presented for approval by the Board.
3. Approve Bonding of Superintendent and Business Manager
Currently, the superintendent and business manager are each bonded in the amount of $100,000. The premiums on these bonds are $275 each. It was recommended that the Board approve the bonding of the superintendent and business manager in the amount of $100,000 each and that the business manager be responsible to acquire those bonds.
4. Acknowledge Retirees
Chair Amrhein acknowledged the retirement of the following employees.
Francie Buckley, Special Education Assistant, Bellview
Doug Draime, Special Education Assistant, Walker
Barbara Droscher, Educational Assistant, Walker
Ron Dulaney, Special Education Assistant, AMS
John Lefler, PE Teacher, AMS
Donna Richardson, Maintenance Worker, Maintenance
Director Keil moved that the Board approve the consent agenda. Director Lipski seconded and the motion passed unanimously.
1. 2005-06 Alternative Programs at Ashland High School
Jeff Schlecht reported on the alternative programs at Ashland High School including the new SAGE program.
2. Report on Ashland School District Athletics
Karl Kemper, Athletic Director, reported on this year’s athletic program expressing appreciation for the Youth Activity Levy.
3. Staff Representative Report
Diane DeMerritt, Certified Representative, reported on end of school activities, new board members for the Ashland Education Association, and announced that Daniel Cazares will be the Ashland Education Association president next year.
4. Superintendent’s Report on Continuous Improvement Plan Application
Juli Di Chiro reported on the plan and goals explaining that work on the plan will continue over the summer. A draft will be presented to the Board at the end of summer. The district level plan is due to the Oregon Department of Education in October.
5. Evaluation of Annual School Board Objectives
Juli Di Chiro reviewed the board goals for the year explaining that Goal 1 was accomplished, Goal 2 will be ongoing. For Goal 3, the Social Studies curriculum will be presented to the Board for approval at the September meeting. Goal 4 has nearly been accomplished but it is difficult without a Webmaster. Progress has been made on Goal 5; the teacher evaluation plan will be implemented next year.
Goal 1: Complete work on the Ashland Quality Education Model and develop a written strategic plan to be presented to the Board at the December 13, 2004 School Board Meeting.
· Conduct a public opinion survey on various aspects of the District’s program as another data source to be used in compiling the AQEM (September 2004)
· Meet with high school families and students to review the high school portion of the AQEM (9/27/04)
· Conduct a charrette on potential uses of vacated school sites (TBA)
· Meet with elementary families to review input and set priorities (10/21/04)
· Conduct school level surveys to determine what programs and alternatives current families may be interested in (Fall 2004)
· Meet with home-schooling families (11/3/04)
· Conduct Board work session to review draft of AQEM document (11/22/04)
Goal 2: Ensure that every student in the district is making continuous academic progress.
· Analyze assessment and classroom data to determine which students need additional support
· Provide professional development in differentiated instructional strategies so that teachers can meet the needs of different groups of learners
· Work with Student Study Teams at each school to provide additional interventions and strategies for struggling students
· Work closely with special education students to ensure that special education resources are being used to ensure continuous progress
· Identify and disseminate promising practices being used through out the district
Goal 3: Conduct a study of the Social Studies curriculum and adopt appropriate instructional materials.
· Each elementary school, and the social studies departments at the middle and high school, will conduct a study of our current program
· Current program will be compared to state standards to identify any potential gaps in our program
· Materials and textbooks will be inventoried and analyzed at all levels of instruction
· State adopted materials and textbooks will be studied, and recommendations will be made for district adoption
· Purchases will be prioritized, and will be made as funds become available
Goal 4: Improve communication with the staff and community.
· Review and modify web-site to include more information
· Implement Power School, the new student information system, and provide parent access to student attendance, grade and assignment information
· Establish a Key Communicators Network
Goal 5: Implement new teacher evaluation system
· Train all teachers and administrators in the new system
· Use new evaluation system with all probationary teachers
· Pilot new system with experienced teachers on a voluntary basis
· Make any necessary modifications after the pilot
· Fully implement the evaluation system in the 2005-06 school year
Director Parker felt the Board should spend more time appraising its function as a Board. In addition, she would like to review new research and determine how the Board should evaluate itself effectively.
6. Save our Schools and Playgrounds Report
Melissa Mitchell Hooge reported on the activities of the Save our Schools and Playgrounds (SOSP) committee. SOSP is interested in sponsoring a community forum to discuss the issues that are resulting in declining enrollment. SOSP expressed concern for the trees and bushes since the watering of Briscoe and Lincoln will be discontinued. A SOSP task force is researching what other schools and cities are doing. They hope to present their findings to the School Board, Ashland City Council, and Parks & Recreation Commission at their October meetings.
7. Board Report
Board members reported on graduation, memorial services, senior projects, committee meetings, Youth Activity Levy, Board candidate forums, Lincoln Closure event. Chair Amrhein presented plaques of appreciation to outgoing Board Members Chuck Keil, Sheryl Lipski, and Terry Littleton. Several community members expressed appreciation to the retiring board members.
8. Superintendent Report
Juli Di Chiro reported that the vacancy for the Director of Educational Services will not be filled this year. She also invited everyone to attend Loren Luman’s retirement party on June 28 at the Standing Stone at 4:00 p.m.
VII. Hear public requests not a part of the agenda
There were no public requests.
VIII. New Business
1. Award Contract for Facilities Study
Director Keil excused himself due to a conflict of interest.
Carol Davis, Rick Barth, Marylee Oddo and Debbie Pew, members of a Bond and Facilities Planning Committee task force, recommended that the Board award a contract to Dull Olson and Weeks Architects Inc. in the amount of $57,410 to do the facilities study. The committee further recommended two additional options that would not be included in the contract: floor plans and site plans for all district facilities; a 20 year demographic study.
Director Parker moved and Director Littleton seconded that the Board approve the contract for a Facilities Study with Dull Olson Weeks Architects Inc. in the amount of $57,410 as recommended with the addition of a buildings review for an additional $1,200.
Michael Hayes recommended that the Board stop doing anything on this because the bond has not passed, and the district doesn’t have enough information to form a strategic plan.
Ruth Alexander felt the Board should have a facilities plan regardless of a bond.
The motion passed unanimously, with the exception of Director Keil who was not present.
Director Keil returned to the meeting.
2. Approve Election Results
The May 17 election results for school board members were presented to the Board for approval.
Director Littleton moved that the Board approve the Election Results of May 17, 2005, as presented. Director Keil seconded and the motion passed unanimously.
3. Insurance Bids
On June 7 the District received one Insurance Bid for Real and Personal Property, Comprehensive General Liability, Automobile Liability, Boiler and Machinery, and Wrongful acts from its current carrier, Security Insurance of Medford. It was recommended that the Board accept the bid in the amount of $83,285 as presented.
Director Keil moved that the Board accept the Bid for Real and Personal Property, Comprehensive General Liability, Automobile Liability, Boiler and Machinery, and Wrongful acts from Security Insurance in the amount of $83,285 as presented. Director Lipski seconded and the motion passed unanimously.
4. Memorandum of Understanding #2005-1 Between Southern Oregon Bargaining Council and Ashland School District Regarding the Evaluation System
Juli Di Chiro reviewed the proposed memorandum on a new evaluation program for licensed employees.
Sue Graham asked for a list of who participated in the pilot study. Juli Di Chiro explained that it was piloted at every school site this past year.
Following continued discussion, Director Keil moved that the Board approve Memorandum of Understanding #2005-1 Between the Southern Oregon Bargaining Council and Ashland School District regarding the evaluation system of licensed personnel as presented. Director Lipski seconded and the motion passed unanimously.
5. Memorandum of Understanding #2005-2 Between Southern Oregon Bargaining Council and Ashland School District Regarding Extra Duty Assignments
Juli Di Chiro reviewed the memorandum explaining that Ashland High School Activities Coordinator and Ashland High School Academic Scavenger Hunt need to be added to the extra duty assignments.
Director Lipski moved that the Board approve Memorandum of Understanding #2005-2 Between the Southern Oregon Bargaining Council and Ashland School District regarding extra duty assignments as presented. Director Parker seconded and the motion passed unanimously.
6. Memorandum of Understanding #2005-3 Between Southern Oregon Bargaining Council and Ashland School District Regarding Extension of Contract
Juli Di Chiro reviewed the memorandum recommending that the Certified Bargaining Agreement be extended for one year allowing the new school board members and new Ashland Education Association President to have more tenure prior to bargaining a new agreement.
Director Littleton moved that the Board approve Memorandum of Understanding #2005-3 Between the Southern Oregon Bargaining Council and Ashland School District regarding extension of contract as presented. Director Lipski seconded and the motion passed unanimously.
7. Memorandum of Understanding #2005-4 Between Southern Oregon Bargaining Council and Ashland School District Regarding Voluntary Retirement
Juli Di Chiro reviewed the recommended memorandum explaining that it clarifies the language for the employees grandfathered into retirement eligibility.
Director Parker moved that the Board approve Memorandum of Understanding #2005-4 Between the Southern Oregon Bargaining Council and Ashland School District regarding retirement language as presented. Director Keil seconded and the motion passed unanimously.
8. Resolutions for Budget for 2005-06
It was recommended that the Board accept Resolutions #2005-4, 2005-5, 2005-6 and 2005-7 as follows:
BE IT RESOLVED that the Board of Directors of the Ashland School District hereby adopts the budget for 2005-06 in a total sum of $31,737,331 now on file in the district office.
BE IT RESOLVED that for the fiscal year beginning July 1, 2005, the amounts shown below are hereby appropriated for the purposes indicated within the funds listed:
Support Services 7,582,168
Enterprise & Community Services 4,700
Facilities Acquisition & Construction 103,500
Other Uses 886,580
Operating Contingencies 500,000
TOTAL GENERAL FUND BALANCE 20,766,331
Other Special Programs:
Support Services 1,338,000
Enterprise & Community Services 651,000
Support Services 1,700,000
Other Uses 2,950,000
TOTAL ALL FUNDS $31,737,331
BE IT RESOLVED that the Board of Directors of Ashland School District #5 imposes the taxes provided for in the adopted budget at the rate of $4.1601 per $1,000 of assessed value and in the amount of $2,418,000 for bonds; and that these taxes are hereby imposed and categorized for tax year 2005-06 upon the assessed value of all taxable property within the district.
BE IT RESOLVED that the Board of Directors of Ashland School District No. 5 hereby categorizes the taxes as follows:
Education Excluded from Limitation
General Fund $4.1601/$1,000
Debt Service Fund $2,418,000
Director Keil moved that the Board approve Resolutions 2005-4, 5, 6 and 7 as presented. Director Littleton seconded and the motion passed unanimously.
9. Resolution on Transfer of Funds
It was recommended that the following resolution be approved as presented.
BE IT RESOLVED that the Board of Directors hereby transfers:
Fund 100, General Fund: $300,000 from Contingency (6000) to Support Services (2000) and $125,000 from Contingency (6000) to Instruction (1000), due to unanticipated expenditures for employee benefits. $25,000 from Contingency (6000) to Facility Acquisition (4000), due to unanticipated expenditures for building repairs.
Fund 204 Special Funds: $300,000 from Instruction (1000) to Support Services (2000) due to unanticipated expenditures of levy funds resulting from prior year approved projects that were completed in the current year. $5,000 from Instruction (1000) to Facilities Acquisition (4000) due to an unanticipated grant for work on the Willow Wind Property.
Director Keil moved that the Board approve Resolution #2005-8 as presented. Director Lipski seconded and the motion passed unanimously.
10. Summary of Superintendent’s Evaluation
Chair Amrhein explained that surveys for the evaluation of the superintendent were completed by board members, union presidents, and district administrators. Juli Di Chiro’s performance is rated as outstanding. The Board expressed concern for the continued lack of resources.
Director Keil moved that the Board approve the superintendent’s evaluation as presented. Director Littleton seconded and the motion passed unanimously.
11. Proposed Agreement Between Jackson County and the Ashland School District for Grounds Maintenance
Juli Di Chiro presented the proposed agreement with Jackson County to provide grounds maintenance for the district. The agreement is one year in length and is renewable for two years.
Director Keil moved and Director Lipski seconded that the Board approve the agreement between Jackson County and the Ashland School District for grounds maintenance as presented.
Public input was received. One gentleman suggested that the grounds maintenance be broken down by school so small landscape companies could do the work. He further stated that herbicides should not be used on school grounds.
Director Keil amended his motion to include a statement that the new school board, in July, investigate alternatives to herbicide use. Director Parker seconded the amendment and it failed with the following roll call vote: Amrhein – no; Keil – yes; Lipski – no; Littleton – no; Parker – abstain.
Director Littleton amended the motion to include a statement directing the district to not authorize any herbicide use after the July regular meeting, at which time the new Board may wish to grant the district that authority. Director Keil seconded the amendment and it passed unanimously.
Mat Marr expressed concern that the grounds maintenance proposal was not on the printed agenda or on the agenda posted on the website. He suggested that a Board Packet be made available to the audience to peruse during the meeting.
Ruth Alexander asked about watering of lawns. Juli Di Chiro responded that this issue would be on the agenda for the July regular meeting.
The original motion passed with the following roll call vote: Amrhein – yes; Keil – yes; Lipski – yes; Littleton – yes; Parker – abstain.
12. Swear in New Board Member
Since a quorum is necessary to hold a meeting to swear in new board members, Chair Amrhein swore in Mat Marr as a board member, with his term becoming effective July 1, 2005. A copy of the signed oath is attached hereto and becomes a part of these minutes.
IX. Old Business
There was no old business.
X. Announcements and Appointments
A joint meeting of the Ashland Parks and Recreation, Ashland City Council, and the Ashland School District will be held on June 27, 2005 at 7:00 p.m. at the Senior Center in Hunter Park.
The Oregon School Boards Association Summer Board Conference will be held July 9 – 10, 2005 in Wilsonville.
The next regular session will be held on July 11, 2005, at 7:00 p.m. in the Ashland Council Chambers
There being no further business, the meeting adjourned at 10:17 p.m.