Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session July 11, 2005, at 7:00 p.m. in the Ashland Council Chambers. Present were:
Amy Amrhein ) Chair
Ruth Alexander )
Mat Marr ) Board Members
Heidi Parker )
Amy Patton )
Juli Di Chiro, Superintendent
Pamela Lucas, Business Manager
Diane DeMerritt, Certified Representative
Jeanne Peterson, Executive Secretary
I. Call to Order
The meeting was called to order at 7:04 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. Swear in New Board Members
Chair Amrhein swore in Ruth Alexander, Mat Marr and Amy Patton as board members. A copy of the signed oaths are attached hereto and become a part of these minutes.
VI. Organization of the Board for the 2005-06 School Year
1. Election of Chair
Director Patton nominated Heidi Parker as Chair. Director Alexander seconded and the nomination was passed unanimously. Chair Amrhein turned the gavel over to Heidi Parker.
2. Election of Vice-Chair
Director Amrhein nominated Amy Patton as Vice-Chair. Director Alexander seconded and the nomination was passed unanimously.
3. Establish Adjunct Responsibilities of Board Members
The Board established the following adjunct responsibilities of Board Members.
Ashland Arts Advocates Representative – Ruth Alexander
Ashland Schools Foundation Representative – Amy Amrhein
Bond and Facilities Planning Committee – Amy Patton
Certified Contract Maintenance Committee – Amy Amrhein
ESD Budget Committee – Heidi Parker
Labor Management Classified Committee – Ruth Alexander
Save our Schools and Playgrounds Committee – Amy Patton
Youth Activities Levy Committee – Mat Marr
Board Liaison to Plan for Joint Meeting with Parks Commission
& City Council – Heidi Parker
VII. Consent Agenda
1. Approve Minutes of Special and Regular Sessions of June 13, 2005.
Barbara Fields, Principal of Helman Elementary, submitted a letter of resignation effective immediately. It was recommended that Barbara’s resignation be accepted as presented.
b. Employment Recommendations
Debbie Burnett was recommended as a probationary .50 Kindergarten teacher at Walker Elementary. This is a new position funded by the general fund.
Joel Cicerrella was recommended as a .33 English Teacher for the 2005-06 school year at Ashland High School on a 1039 contract.
Robert McBaine was recommended as a .17 English Teacher for the 2005-06 school year at Ashland High School on a 1039 contract.
Mary McInerney was recommended as a probationary .50 Catalyst Teacher at Ashland High School. She filled this position on a temporary basis since last January.
Joyce Schlecht was recommended as a probationary .50 Kindergarten teacher at Bellview Elementary. She filled this position on a temporary contract this past year.
Lindsay Tilley was recommended as a probationary .50 Kindergarten teacher replacing Candace Palmesano who was transferred.
Mike Titus was recommended as a .50 Auto Mechanics Teacher for the 2005-06 school year at Ashland High School on a 1039 contract.
Shannon Wolff was recommended as a probationary .50 Kindergarten teacher at Walker Elementary. She filled this position on a temporary basis this past year.
3. Appoint Budget Officer
It was recommended that Pamela Lucas, Business Manager, be appointed Budget Officer for the 2005-06 school year.
4. Appoint Clerk
It was recommended that the Board appoint Juli Di Chiro as the District Clerk for the 2005-06 school year.
5. Designate Custodian of Funds
It was recommended that the Board designate both the superintendent and the business manager as custodians of funds so, in the event one or the other of them is indisposed, business can go on as usual.
6. Select Official Banks
The district recommended using Janus Fund, Washington Mutual Bank, Bank of America, Rogue Federal Credit Union, Smith Barney, Umpqua Bank, Wells Fargo, U S Bank, and the Local Government Investment Pool as the official banks for the 2005-06 school year.
7. Establish Time and Place of Official Meetings
It was recommended that official regular school board meetings be held at 7:00 p.m. in the Ashland Council Chambers on the second Monday of each month. The Board will reserve the fourth Monday of each month for a board work session as needed.
8. Name of Official Newspapers
It was recommended that the Ashland Daily Tidings and the Mail Tribune be designated as the official newspapers for the district.
9. Review of Student-Employee Representatives to School Board
It was recommended that the Board continue to have a representative from the student, certified, and classified groups.
10. Designate Superintendent as District Representative to Submit all Federal Grant Applications and Receive Federal Grant Funds for the 2005-06 School Year
It was recommended that Juli Di Chiro be designated the District Representative to submit all federal grant applications and receive federal grant funds for the 2005-06 school year.
11. Transportation Maintenance Agreement
It was recommended that the Transportation Maintenance Agreement with Charlie Calhoun be approved in the amount of $123,485 as presented.
Director Amrhein moved that the Board approve the consent agenda. Director Alexander seconded and the motion passed unanimously.
1. Update on Lincoln Lease Options
Juli Di Chiro reviewed some of the options for leasing Lincoln. One option was to consider a property management consultant to more actively market the lease of Lincoln. She further explained that the City of Ashland has indicated that, while the district is undergoing a facility study, that demonstrates a good faith effort to maintain the educational occupancy of the building. The timeline for educational occupancy will not begin until the facility study is completed.
Public comments were received as follows: anything of interest on the Lincoln property should be in writing, even if it is a typed memorandum of a telephone call; broaden the conversation, but do not delay the process; the school should have a backup plan in case all lease options fail; the board agenda should be published on the district website two weeks prior to the meeting; a property management firm will not make something happen when it is not there.
Several board members agreed to contact the parties interested in leasing Lincoln to obtain additional information.
2. Update on Waterline Property
Juli Di Chiro declared a conflict of interest and left the meeting.
Pam Lucas, Business Manager, reported that the district received an offer of $90,000 for the property on May 10, which was rejected by the Board. Developing the lot would require extending the existing road another 500 feet, to be paid for by the neighbors. The property would also be subject to the Hillside Standard so it would be very expensive to develop the property.
Following discussion, the Board agreed not to list the property with a realtor, and reassess the situation in January when the budget process begins.
Juli Di Chiro returned to the meeting.
3. Update on Food Service Program
Jeff Ashmun of Sodexho gave an update on the Food Service Program. He explained that the overall goals include creating an inclusive environment, building on current strengths, and going forward – not backward. He introduced Lydia Tolley, the new Food Service Manager for the district. To date, tours of all of the schools have been completed, a meeting has been held with the high school Leadership Class, technology needs have been identified, a meeting was held with the Administrators, Cafeteria Managers and some employees have been met, a meeting was held with current Ashland High School food service employees the Phoenix High School cafeteria was toured.
Next, Lydia Tolley will complete on site visits to all schools, establish relationships with vendors under new agreements, determine interactions for systems for accounting, establish a training calendar, schedule training, fill open positions, send newsletter to parents, establish Catering Program, establish district web support, establish office space, install décor and equipment at all sites, finalize menus, and place opening orders. The Board requested monthly reports through November to remain informed.
4. Board Report
Board members reported on the Oregon School Boards Association convention, the Lincoln celebration, the bond and facilities planning committee, Save our Schools and Playgrounds committee meeting, July 4th parade, joint work session of June 27, Youth Activity Levy, Ashland High School tour with administrators and facility study consultants, and concerns for lack of water at Lincoln.
5. Staff Representative Report
Diane DeMerritt reported on the courses being offered to teachers in August, and the Lincoln move.
6. Superintendent Report
Juli Di Chiro welcomed Pamela Lucas, new Business Manager, to the district. Ms. Di Chiro talked of the Lincoln move and explained that all of the surplus equipment across the district has been moved to Lincoln. A surplus sale will probably occur after school opens. She concluded her report with a discussion on the facility tours.
IX. Hear public requests not a part of the agenda
Public input was received regarding the kindergarten schedule being too short, concern for overcrowded conditions at the elementary schools, and encouraging the Board to consider subleasing when discussing Lincoln lease options.
X. New Business
1. Grounds Maintenance for Briscoe and Lincoln Sites
Juli Di Chiro explained that the district stopped watering Briscoe and Lincoln sites since they are not being used. She reviewed the costs of watering the sites. The Fire Chief asked the district to turn the water on again for July 4 because community members use school playgrounds to light fireworks.
Public input was received as follows: lots of water is being lost because the irrigation system was done incorrectly; neighborhood volunteers would like to work once a month to clean up around Briscoe and Lincoln sites; if you don’t water the turf, it will die; the Board should turn on the water and ask the Parks Department to pay for it.
Following board discussion, Director Amrhein moved that we turn the water on at both Briscoe and Lincoln sites until the next board meeting when the Board can consider it again. Director Alexander seconded and the motion passed unanimously. Director Marr asked staff to investigate the water rate with the City.
2. Board Policy Revision – First Reading
The Board discussed Policy KJA, Materials Distribution.
Juli Di Chiro reviewed why the policy was changed last year explaining that criteria for approval included the legitimacy of an organization, cost to families, and if the district had worked with the organization successfully in the past. Ill will was created when distribution was denied. The revised policy was an attempt to make sure materials were available but the district did not have to monitor it as much. The new policy resulted in a drop of participation in YMCA, SOU, and Little League activities.
Public input was received as follows: groups should know they can bring flyers to a table at student registration; this impacts the AQEM; a task force should be established because this is a huge communication issue and borderlines on micromanagement of families.
The Board agreed to place this item on the agenda for the August work session.
3. Youth Activity Levy Budget
Director Marr reported on the activities of the Youth Activity Levy Committee and reviewed the recommended budget which included additions totaling $166,151 for the 2005-06 school year.
Director Patton moved that the Board adopt the 2005-06 Youth Activity Levy Budget as presented. Director Alexander seconded and the motion passed unanimously.
4. Bond Facilities Planning Committee
Juli Di Chiro reported that the Bond Facilities Planning Committee has completed its initial charge. The Board should set a new charge and appoint new members to the committee.
Director Amrhein moved to extend the meeting 15 minutes. Director Marr seconded and the motion passed with the following roll call vote: Alexander – no; Amrhein – yes; Marr – yes; Parker – yes; Patton – yes.
Since there was no time requirement, the Board agreed to table this item until the next meeting.
Director Patton moved to add agenda setting to the agenda. Director Marr seconded and the motion passed with the following roll call vote: Alexander – no; Amrhein – yes; Marr – yes; Parker – yes; Patton – yes. Director Patton discussed setting the agenda and distributing the board packets earlier. Items that would be on the next agenda include Site Council Facilitator, Bond charge and new members, grounds maintenance review, Lincoln lease, and board policy revision.
XI. Old Business
There was no old business.
XII. Announcements and Appointments
A joint meeting of the Parks and Recreation Department, Ashland City Council, and Ashland School Board will be held on Thursday, July 28, 2005, at 7:00 p.m. to discuss topics of mutual interest. The location of the meeting will be determined at a later time.
The next regular session will be held on August 8, 2005, at 7:00 p.m. in the Ashland Council Chambers.
The Board will hold a Work Session on Monday, August 22, 005 from 12:00 to 5:00 p.m. to meet with District Administrators and review Board Goals. The location of the meeting will be determined at a later time.
There being no further business, the meeting adjourned at 10:38 p.m.
Jeanne Peterson, Executive Secretary