Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session January 9, 2006, 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
Anna Cochran, Student Representative
Jeanne Peterson, Executive Secretary
I. Call to Order
The meeting was called to order at 7:05 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 regular session of December 12, and executive session of December 19, 2005.
a. Retirement Request
Juanita Fagan, Bellview Principal, submitted a letter of intent to retire the end of this school year. It was recommended that her retirement be granted as presented.
John Weston, Ashland High School Industrial Arts Teacher, submitted a letter of intent to retire effective February 28, 2006. He further requested a 1039 contract to complete the balance of this school year. It was recommended that his request be granted as presented.
Director Amrhein moved that the Board approve the consent agenda as presented. Director Alexander seconded and the motion passed unanimously.
VI. Hear Public Requests not a part of the agenda
There were no public requests.
1. Student and Staff Representative Reports
Anna Cochran, student representative, reported on a Talent Show, athletic events, Speech and Debate activities, the Winter Formal, finals week, Senior Project presentations, the Martin Luther King assembly, a food drive, and the senior prank of placing fir trees on the quad.
Diane DeMerritt, certified representative, reported on the Winter Arts Festival and the Martin Luther King march to Southern Oregon University.
2. Bond and Facilities Report
Director Patton reported on the activities of the Bond and Facilities Committee and stated that a finalized proposal should be ready in April.
3. Report on Work Session for Strategic Planning
Superintendent Di Chiro reported that Kate Dixon, consultant, was unable to attend the Board Work Session that was held January 6 with district administrators to discuss strategic planning. District administrators and board members discussed possible locations of potential programs for next year, extension of the Kindergarten Program, a possible K-8 program, continuing the 1st grade program at Willow Wind, the Lincoln School Lease, and retirements having an impact on budget development. The Board and Lead Team will hold a work session on January 23 to meet with Kate Dixon to discuss strategic planning.
4. Benchmarks for District Board Goals
Superintendent Di Chiro reported on the progress made thus far toward meeting the District Board Goals.
5. Update on Joint Subcommittee Meeting
Director Amrhein gave an update on the activities of the Joint Subcommittee as follows. The joint subcommittee of the City of Ashland, Parks and Recreation Department, and Ashland School District agreed to focus on Briscoe and Lincoln playgrounds, and asked staff to develop proposals for costs to maintain those playgrounds. The recommendation of the Save our Schools and Playgrounds (SOSP) Committee was reviewed and the joint committee agreed to use the SOSP resources as a reference for the future. The joint subcommittee will continue discussing the following: (1) develop a timeline for taxation requests already being considered; (2) obtain a list of school rooms, gyms and facilities that the district makes available for community usage; (3) review how the Parks, City and School District have collaborated over the years and what is already being done; (4) invigorating The Grove; (5) discuss the need for a pool for this region; (6) discuss sharing the maintenance yard. The next meeting of the subcommittee will be held on February 22 from 1:30 to 3:00 p.m. in the Parks and Recreation Department office.
6. November Financial Report
Pam Lucas, Business Manager, reported that, as of November 30, the district is on schedule financially.
7. Superintendent Contract Update
Director Patton reported that the Board and superintendent are negotiating the superintendent’s contract. The Board hopes to have a satisfactory outcome shortly.
8. Board Reports
Board members reported on the work of the budget subcommittee, Ashland School Foundation Impact Grants, work of the Certified Contract Maintenance Committee, school visitations, the bond campaign, and the Songs and Sweets concert at Ashland High School.
9. Superintendent Report
Superintendent Di Chiro reported on the extended day Kindergarten Program, the work of the Maintenance Crew over the winter break, the Speech and Debate Team successes, and the Bonds and Ballots Workshop.
VIII. Unfinished Business
1. Discuss Lincoln School Lease
Superintendent Di Chiro reported that the Board is more deeply exploring the option of leasing a portion of Lincoln School to Lithia Springs School, and using some of Lincoln School this year for some of the alternative programs at Ashland High School. The Board would also like to explore using a portion of Lincoln School for temporary housing during potential bond construction.
Following discussion, Director Marr moved that the Board accept administrative proposals for next steps on the Lincoln lease and utilization, and that Chair Parker serve as board point person on Lincoln related issues. Director Alexander seconded and the motion passed unanimously.
IX. New Business
1. Approve Assurance Report
Superintendent Di Chiro reported that, in past years, the district has not met standards primarily due to curriculum cycles. She reported that the district meets all compliance requirements on all standards this year.
Director Marr moved that the Board approve the 2005-06 Assurance Report as presented. Director Amrhein seconded and the motion passed unanimously.
2. Board Policy Revision – First Reading
The Board reviewed Policy EBB – Accident Prevention and Safety Procedures, and EBB-AR – Regulations Regarding the Application of Pesticides. Letters were received from Frank Baratta, Vegetation Manager for Jackson County, and Woody McGinnis, community member.
Superintendent Di Chiro explained that herbicides and pesticides were not used on the baseball this winter and will not be used until the Board reviews the policy. Director Alexander volunteered to serve on a subcommittee to do more research on the issue. Director Amrhein’s concern is the playing fields. Superintendent Di Chiro recommended that the Athletic Director serve on the subcommittee if one is formed. She further recommended that such a committee should research what the Ashland Parks and Recreation Department currently does to maintain our playing fields. The district needs to know what the board policy will be by Spring Break.
Woody McGinnis explained that he is a physician doing research in biochemistry behavior, and urged the board not to use pesticides on district property.
Director Alexander moved that the Board appoint a subcommittee of two board members, community members, and district staff to explore the use of herbicides and pesticides on school grounds, and report back to the Board at the February meeting. She further moved that discussion of the policy be tabled until then. Director Amrhein seconded and the motion passed unanimously.
Chair Parker appointed Directors Alexander and Marr to serve on the subcommittee and directed them to report back to the Board at the February meeting. Pam Lucas will be the district staff liaison.
3. Accept Request for Proposal for a Master Plan of Ashland High School
Superintendent Di Chiro reported that the district received proposals from DOWA and Ogden and Associations, and recommended that the Board accept the proposal from Ogden and Associates.
Sue Graham stated that DOWA took a survey of the staff and those survey results would be helpful to the community.
Director Amrhein moved that the Board accept the Request for Proposal from Kenneth Ogden, AIA, in the amount of $39,800 to complete a Master Plan of Ashland High School as presented. Director Marr seconded and the motion passed unanimously.
4. Memorandum of Understanding Between the Southern Oregon Bargaining Council and Ashland School District No. 5 regarding Kindergarten Extended Days
Superintendent Di Chiro recommended Memorandum of Understanding #2006-1 Between the Southern Oregon Bargaining Council and Ashland School District No. 5 allowing the kindergarten teachers to work and be paid at .625 full time equivalency for the balance of the school year.
Director Alexander moved that the Board approve Memorandum of Understanding #2006-1 Between the Southern Oregon Bargaining Council and Ashland School District No. 5 regarding Kindergarten Extended Days as recommended. Director Patton seconded and the motion passed unanimously.
X. Announcements and Appointments
Community Forums to gather input on prioritization of bond needs will be held as follows:
Monday, January 9, Ashland Middle School Commons, 7:00 pm
Tuesday, January 10, Mountain Meadows, 3:00 pm
Tuesday, January 10, Historic Ashland Armory, 10:00 am
Tuesday, January 10, Historic Ashland Armory, 7:00 pm
Wednesday, January 11, Ashland High School Commons, 7:00 pm
An OSBA Bonds and Ballots Workshop will be held in Salem on January 12 & 13, 2006, at the Salem Conference Center/Phoenix Grant Hotel.
A Joint Work Session with the Ashland School Board, Ashland City Council and Ashland Parks and Recreation Commission will be held on Thursday, January 19, 2006, at 7:00 p.m. at the Ashland Council Chambers.
A Work Session will be held on Monday, January 23, 2006, at 7:00 p.m. The topic for the session is yet to be determined.
A Bond and Facilities Planning Committee Meeting will be held on Wednesday, January 25, 2006, at 7:00 p.m. in the Ashland High School Library.
The Board will schedule an executive session to be held in February to review executive, administrative and licensed personnel. It is suggested that the meeting be held on February 17, 2006, from 10:00 a.m. to Noon in the District Board Room.
The next regular session will be held on Monday, February 13, 2006, at 7:00 p.m. in the Ashland Council Chambers.
Director Marr asked the Superintendent and Chair to develop a schedule on topics to be discussed in work sessions for the balance of the school year.
There being no further business, the meeting adjourned at 8:50 p.m.
Jeanne Peterson, Executive Secretary