Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session August 8, 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
Diane DeMerritt, Certified Representative
Baily Hasty, Student Representative
Jeanne Peterson, Executive Secretary
I. Call to Order
The meeting was called to order at 7:00 p.m. by Chair Parker.
II. Pledge of Allegiance
III. Roll Check
A roll of the board was taken and all members were present.
IV. Welcome Visitors
Chair Parker welcomed visitors.
V. Consent Agenda
1. Approve minutes of Work Session of June 27, Regular Session of July 11, and Special Session of August 1, 2005.
a. Employment Recommendations
Julie Romberg was recommended as a .49 Teacher on Special Assignment on a 1039 contract. She will coordinate the Arts Program in the elementary schools. This is a new position funded by the Youth Activity Levy.
3. Ashland High School Health Center Agreement
The proposed agreement with Jackson County for the Ashland High School Health Center for the 2005-06 school year was recommended for approval. The cost of the agreement is $12,000 to the school district reflecting no increase.
4. Athletic Trainer Services Agreement
The Athletic Trainer Services Agreement for the 2005-06 school year was presented. This agreement totals $26,010 which reflects a 2% increase over the previous year due to inflation. It was recommended that the agreement be approved as presented.
5. Pinehurst Agreement
The Pinehurst Agreement for the 2005-06 school year was presented. This agreement reflects a 16% increase over the previous year. This increase was mostly driven by fuel costs. It was recommended that the agreement be approved as presented.
The minutes, Athletic Trainer Services Agreement and Pinehurst Agreement were pulled from the consent agenda. Director Amrhein moved that the Board approve the balance of the consent agenda as presented. Director Alexander seconded and the motion passed unanimously.
Juli Di Chiro and Pam Lucas responded to questions on the board minutes, Athletic Trainer Services agreement and the Pinehurst Agreement. Director Marr moved that the Board approve the board minutes, Athletic Trainer Services Agreement and Pinehurst Agreement as recommended. Director Patton seconded and the motion passed unanimously.
1. Student and Staff Representative Reports
Diane DeMerritt, certified representative reported that teachers are preparing to return to the classrooms.
Bailey Hasty, substitute Student Representative, reported on summer activities and preparation for school in September.
2. Opening of Schools Information Report
Juli Di Chiro reported on the school times, lunch prices, registration times, and fees. The registration information will be placed on the website.
3. Ashland Schools Foundation
No report was given.
4. Personnel Update Report
Juli Di Chiro reported that a Math teaching position is vacant at Ashland Middle School.
5. Save our Schools and Playgrounds Update
Melissa Mitchell-Hooge explained that a final report from the Save Our Schools and Playgrounds Committee should be given to the Ashland School District, Ashland City Council, and Ashland Parks and Recreation Commission in October. She showed photographs of the Briscoe and Lincoln playgrounds. She asked permission for a few people to pull weeks at the playgrounds once a month and report vandalism. She also stated that the playgrounds need to be monitored for broken glass weekly and the garbage cans need to be emptied.
The Save our Schools and Playground Committee submitted a proposal recommending that the Ashland Parks & Recreation Department be allowed to enter into a long-term lease of both Briscoe and Lincoln playgrounds and playing fields in exchange for watering and grounds maintenance of Briscoe and Lincoln. The value of those services would be credited towards a future market value purchase if the school district ever decided to sell the properties. The Parks Department would have current control as lessee and would be first in line to purchase with a large downpayment credit if the properties were sold by the district.
6. Report on Site Councils
Sue Graham reported and volunteered to be a Site Council facilitator for the next two years to develop and coordinate plans for increasing Site Council participation, community awareness of site councils, effective Site Council communications, and continuous improvement of Site Council information. The cost of training would be high, but Portland and Beaverton school districts are willing to share what they have learned from their consultants. Juli Di Chiro reported that September 30 has been tentatively scheduled for Site Council training in according with the Continuous Improvement Plan. Diane DeMerritt urged that each school allow for individualness. Juli Di Chiro will meet with the Lead Team to discuss this issue. The Board will continue this discussion at the September meeting.
7. Adequate Yearly Progress Report
Juli Di Chiro reported that preliminary Adequate Yearly Progress Reports were released this week to allow schools to confirm the accuracy of the data. This report shows that Ashland High School Math special education students did not meet the standard. In addition, Walker School does not show any information, but merely shows “note.” This occurred because the district submitted a letter last spring indicating that Walker’s enrollment would change enough to affect the situation. However, that was applied to this year’s data rather than next year’s data. This will be corrected. The Lead Team will discuss this more fully with the board members on August 22. Since the district receives Title I funds, the entire district will need to go into adequate improvement if we do not meet adequate yearly progress two years in a row. The administration will watch this closely next year. Director Marr asked the Board to discuss No Child Left Behind more fully in a future possible work session.
8. Lincoln School Property Management Information
Pam Lucas, Business Manager, reported that she contacted three property management companies in Medford as there are none in Ashland that deal with buildings of this type. The companies will not submit proposals until they have been asked to move forward and tour the facilities. Director Marr explained that he has learned that large buildings in Ashland are having a hard time being leased. Prior to going to a property management company, it was agreed that Juli Di Chiro will follow up on communications with Southern Oregon University and Lithia Springs to respond to questions that arose from the last board meeting. She will report her findings at the September board meeting under new business.
9. Legislative Update
Juli Di Chiro reported that $5.24 billion was allotted for education, and the Ashland district will be able to implement the budget passed by the Board in June. Pam Lucas will provide a report next month on the district’s financial situation after the audit is completed. Ms. Di Chiro further reported that, due to new legislation, the Board will need to develop a more stringent board policy regarding staff sexual abuse among children. The district will present a policy to the Board as soon as one is developed by the Oregon School Boards Association.
10. Board Report
Board members reported on a potluck for the football team; the Japan trip; joint meeting of Parks, City Council and School District; success of the local baseball teams, efforts of RVCOG to do regional planning for Southern Oregon, SOSP meetings, the shortened kindergarten day, and safe maps for walking to school.
11. Superintendent Report
Juli Di Chiro reported on Willow Wind needing to meet assessment standards, clarification of Transfer Requests, the status of the facility study, Lead Team retreat, and Walker enrollment.
VII. Hear public requests not a part of the agenda
Public comments were heard on the requirements of public meeting notices and advertising meetings in the newspaper, suggestion for a board work session to discuss the kindergarten hours, and alleviating the overcrowding at Walker by utilizing Lincoln.
VIII. New Business
1. Approve Changes in Student Handbooks
Jeff Schlecht reported on the changes in the Ashland High School Student Handbook which included the following fee changes: Yearbook $38.50; Mailing Costs 7.50; addition of Advanced Conditioning fee (per semester) $10.00. All of the other student handbooks remain the same with the exception of staff and calendars.
Director Amrhein moved that the Board approve the changes in the Student Handbooks as presented. Director Alexander seconded and the motion passed unanimously.
2. Approve Changes in Ashland High School Curriculum Guide
Jeff Schlecht reviewed the changes recommended for the curriculum guide. Director Marr moved that the Board approve the changes in the Ashland High School Curriculum Guide as presented. Director Patton seconded and the motion passed unanimously.
3. Youth Activity Levy Budget
Juli Di Chiro reviewed the proposed Youth Activity Levy Budget explaining that it includes transportation for the Ski Team to and from practice because of safety. Other changes were reviewed at a previous board meeting.
Director Patton moved that the Board approve the 2005-06 Youth Activity Levy Budget as presented. Director Alexander seconded and the motion passed unanimously.
4. Board Policy Revision – First Reading
Board Policy Revision BD/BDA was presented for first reading.
The Board held a discussion on board agendas.
Paul Copeland stated that there were several substantial issues discussed tonight that were not on the agenda.
The Board had the following suggestions: the Chair could set time limits for each of the agenda items, make better use of work sessions and advertise them in advance, implement a standard committee model, hold a work session to discuss the Board’s organization, advertise the regular agenda two weeks prior to the meeting and amend it as necessary, determine how many committees we can have and whether or not we have enough staff to serve on those committees, advertise the meetings in the Daily Tidings and include the district website in that advertisement.
Director Amrhein moved that the Board approve Board Policy Revision BD/BDA for first reading as presented. Director Patton seconded and the motion passed unanimously.
Director Marr directed staff to place ads in the Tidings approximately a week or more in advance of the meetings, notifying of the general topics to be discussed and the website where more information can be obtained. Eliminate the first four items of the current regular agenda and include the general business. Director Patton suggested itemizing what will be discussed on the superintendent’s report. The Board agreed to discuss this further at the next agenda planning session.
IX. Old Business
1. Board Policy Revisions – Second Reading
Revised Board Policy KJA, Materials Distribution, was presented for second reading.
Director Patton moved that the first paragraph of the policy be deleted. Director Marr seconded and the motion passed with the following roll call vote: Alexander – no; Amrhein – no; Marr – yes; Parker – yes; Patton – yes.
Director Alexander suggested including in KJA-AR that materials distribution is worthwhile but students and faculty of the schools are to be protected from intrusions on their time.
Director Marr moved and Director Amrhein seconded to approve policy KJA as amended for second reading. Paul Copeland recommended that the Board not adopt the policy because all of the information was placed in the administrative rule. The motion passed with the following roll call vote: Alexander – no; Amrhein – yes; Marr – yes; Parker – yes; Patton – yes.
Director Marr moved that the Board consider adoption of Administrative Rule KJA-AR at the September Meeting and that staff continue to use the draft administrative rule as the guidelines for materials distribution in the meantime. Director Amrhein seconded and the motion passed with the following roll call vote: Alexander – no; Amrhein – yes; Marr – yes; Parker – yes; Patton – yes.
2. Bond and Facilities Planning Committee
Director Alexander moved and Director Marr seconded that the Board approve the new charge for the Bond and Facilities Planning Committee and appoint members to that committee as recommended in the board packet and the addendum.
Director Marr recommended that item #5 be added to the charge as follows: Consider increased use of sustainable energy sources. Director Patton recommended that Item 1, b, be changed to read as follows: Ensure that DOWA is providing ample opportunity for public and staff input and information sharing as a part of the analysis for each school site.
Director Marr recommended that the membership include a non voting student liaison. Juli Di Chiro stated that representatives from residential real estate, Oregon Shakespeare Festival, and Ashland Community Hospital have been approached to serve on the committee. Director Marr recommended reducing the membership to 17. Director Alexander moved to stop discussion. Director Amrhein seconded and the motion passed with the following roll call vote: Alexander – yes; Amrhein – yes; Marr – no; Parker – yes; Patton – yes.
Director Marr amended the motion on the board charge to change Item 1, b, to read as follows: Ensure that DOWA is providing ample opportunity for public and staff input and information sharing as a part of the analysis for each school site. He further amended the motion to include item #5 to read as follows: Consider increased use of sustainable energy sources. Director Amrhein seconded and the motion passed unanimously.
Director Marr moved to amend the bond committee’s recommendation for committee membership by reducing the committee size to 17 and the 17th member would be a voting board liaison. The motion died for lack of a second.
Director Alexander moved to amend the motion on committee membership to keep the 19 member charge but have one of the voting members be the board liaison. Director Parker seconded and the motion passed with the following roll call vote: Alexander – yes; Amrhein – no; Marr – yes; Parker – yes; Patton – abstain.
The final motion reads as follows: Director Alexander moved and Director Marr seconded that the Board approve the new charge for the Bond and Facilities Planning Committee with the following changes: Item 1, b, will read as follows: “Ensure that DOWA is providing ample opportunity for public and staff input and information sharing as a part of the analysis for each school site.” Item 5 will be added to read as follows: “Consider increased use of sustainable energy sources.” It was further moved and seconded that the Board appoint members to that committee as recommended in the board packet and the addendum, but have one of the voting members be the board liaison. The motion passed unanimously.
Director Amrhein moved to extend the meeting to 11:00 p.m. Director Patton seconded and the motion passed with the following roll call vote: Alexander – no; Amrhein – yes; Marr – yes; Parker – yes; Patton – yes.
3. Grounds and Maintenance Review
Juli Di Chiro recommended that the Board continue the current watering of Briscoe and Lincoln. Discussion of sharing the costs with the City and Parks will continue. The administration has not yet received proposals from Jackson County on additional work that was not included in the original contract.
Director Alexander moved that the Board express a desire to maintain all five of the school playgrounds and fields at a level that is in keeping with this town’s view of what a park should be; because we do not have the funds to fully support that, we will ask the Parks Commission and Ashland City Council to help us. Director Marr seconded and the motion passed unanimously.
Director Marr moved that the Board direct staff to reach an agreement to split the watering costs with the Parks Commission and the City of Ashland for Briscoe and Lincoln. Director Patton seconded and the motion passed unanimously.
Director Marr moved and Director Amrhein seconded that the district continue watering indefinitely regardless of the outcome of the previous motion. Director Patton wanted to be sure that the irrigation system at Lincoln is repaired and ensure that the trees are being watered. The motion passed unanimously.
Director Marr asked that the September agenda include a presentation from Robin Pierce on water conservation at Briscoe.
Director Marr moved that the Board request that the police department increase their patrols of Lincoln grounds. He withdrew his motion, and staff was directed to contact the police department about this request.
XII. Announcements and Appointments
The Board will hold a Work Session on Monday, August 22, 2005 from 12:00 to 5:00 pm to meet with District Administrators and review Board Goals. The location of the meeting will be determined at a later time.
The Board will hold a Work Session on Tuesday, August 23, 2005 from 2:00 to 5:00 p.m. to meet with the superintendent to discuss board/superintendent communications. The location of the meeting will be determined at a later time.
A Bond and Facilities Planning Committee Meeting will be held on Wednesday, August 24, 2005, at 7:00 p.m. in the District Board Room.
The All District Welcome Back Breakfast will be held on Thursday, September 1, at 8:30 a.m. in the Ashland High School Commons.
A Bond and Facilities Planning Committee Meeting is tentatively scheduled for Wednesday, September 7, 2005, at 7:00 p.m. in the District Board Room.
The next joint meeting with the School Board, Parks Commission and City Council will be held on Thursday, September 8, 2005, at 7:00 p.m. at the Ashland Council Chambers.
The next regular session will be held on Monday, September 12, 2005, at 7:00 p.m. in the Ashland Council Chambers.
The Board reviewed items for discussion at the next regular session as follows: update on Lincoln lease proposals; first reading of KJA-AR, bond and facilities membership, water conservation reports for Briscoe and Lincoln; enrollment report; district financial report; Food Service Program update; schedule a discussion on kindergarten.
There being no further business, the meeting adjourned at 10:55 p.m.
Jeanne Peterson, Executive Secretary