Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in a special session on August 1, 2005, at 7:00 p.m. in the Ashland Council Chambers. Present were:
Heidi Parker ) Chair
Ruth Alexander )
Amy Amrhein ) Board Members
Mat Marr )
Amy Patton )
Juli Di Chiro, Superintendent
Pamela Lucas, Business Manager
Jeanne Peterson, Executive Secretary
I. Call to Order
The meeting was called to order at 7:05 p.m. by Chair Parker.
II. Roll Check
A roll of the board was taken and all members were present.
III. Board Policy Revision – KJA Materials Distribution
The Board reviewed KJA, Materials Distribution.
Juli Di Chiro provided background on why the policy was revised last year.
Carol Jensen, Director of Youth Programs at Southern Oregon University expressed concern for the current policy because it affected enrollment in youth programs. She suggested that fliers be distributed quarterly; organizations could pay a set fee for flier distribution and the fee would go to the Parent Teacher Organizations to handle the distribution of materials; provide a list of parents so organizations could send out materials through bulk mail.
Lisa Molnar, Executive Director of the Ashland YMCA, explained the large impact on the sports programs due to lack of flier distribution. They would need quarterly distribution to be effective.
Martha Cotton, Director of Youth Camps at Earth Teach Forest Park, reviewed a proposed policy draft and a draft of possible guidelines to improve flier distribution without impacting district staff. The proposal included a committee of three to review and approve the fliers.
Further public input was received as follows: do not limit distribution to non-profit organizations; if guidelines are understood, someone besides the superintendent can approve fliers; using cost as a criteria takes the choice away from parents; ask people to take responsibility for meeting the criteria in order to have materials distributed; if the policy is changed, let people know.
An administrative rule should be developed to establish guidelines for the policy. It should include the disclaimer proposed by Martha Cotton. It should also include: “The district does not review fliers or programs for cost or price. We leave it up to parents to determine whether a program is cost appropriate for their family.”
Director Marr moved that the Board amend paragraph two of Policy KJA as follows: “Materials will be approved for distribution via the schools to students by non-school-connected organizations in accordance with KJA-AR, Materials Distribution. Upon approval by the District Office, non-school-connected organizations may distribute materials at each school site.” Director Amrhein seconded and the motion passed unanimously.
Director Marr moved that the Board recruit a volunteer to screen fliers and direct staff to designate a staff member to conduct final review. Director Alexander seconded and the motion passed unanimously.
Policy KJA and KJA-AR will be reviewed by the Board in June.
IV. Discuss Proposed Uses for Lincoln School
Chair Parker explained that four agencies have expressed interest in leasing Lincoln School and several walk throughs of the site have been completed.
Julie Gower reviewed her proposal for a Lincoln School Activity Center. If the Board is interested in the proposal, a task force should be established to determine the best location in the building for the activity center. She asked if the Board would do a walk through of the site for this proposal.
Helga Motley expressed support for Julie Gower’s proposal explaining that so much more can be offered to children when there is space for supplies.
Genna Southworth, Board of Director of Siskiyou School, explained that they could not lease the site until December because they have to prepare for school now. Since Clay Street will be the permanent site for Siskiyou School, the lease would be only for 19 months and would be for a modest amount.
Chair Parker reviewed the walk through completed by Lithia Springs School. They are interested in about half of the building but would require a minimum of a five year lease. They will wait to hear from the Board regarding their interest. Chair Parker further explained that Southern Oregon University is interested in leasing Lincoln and would be willing to rent out parts of the building to other individuals or organizations. SOU would be willing to act as landlord for the entire facility. They would want a minimum of a three year lease. They would want any rent paid by them to be considered part of a purchase price if the Board decided to sell in the future, and SOU would want to retain the first right of refusal. A monthly cost would need to be negotiated.
The Board developed the following parameters for negotiating a lease for Lincoln:
Preserve playing fields/play space.
Length of Lease 1 – 2 years; renegotiable after one year for possible long-term lease.
Prefer a lease of less than 2 years until facility study is completed.
Leave the door open to bond monies.
Try to match what we are getting at Briscoe.
Calculate the room cost.
Maintain educational use.
The Board agreed to direct staff to investigate a property management service to handle the negotiations for leasing Lincoln and report at the next meeting. Chair Parker suggested an open house for Lincoln and Julie Di Chiro suggested combining it with the surplus sale.
There being no further business, the meeting adjourned at 10:00 p.m.
Jeanne Peterson, Executive Secretary