Monday, May 14, 2007

Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session May 14, 2007, 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

Trisha Mullinnix, Certified Representative

Amy Korth, Classified Representative

Molly McGuire, Student Representative

District Administrators

Media Representative


I.          Call to Order


The meeting was called to order at 7:05 p.m. by Director Marr who chaired the meeting.


II.         Pledge of Allegiance


III.       Roll Check


A roll of the board was taken and all members were present.


IV.       Welcome Visitors


Director Marr welcomed visitors.


V.        Consent Agenda


1.         Approve minutes of regular session of April 9, executive session of April 12, work session of April 17, work session of April 18, work sessions of April 19, budget committee meeting and work session of April 23, work session of May 4, and work session of May 7, 2007.


2.         Personnel


a.         Request for Leave of Absence


            Jamie Haden, Ashland Middle School Health Teacher, is requesting maternity leave full-time from May 3, 2007 through the end of the 2007-08 school year.  It was recommended that her request be accepted as presented.


b.         Resignations


            Kirsten Morton, Ashland High School Band Teacher, submitted a letter of resignation effective the end of this school year.  It was recommended that her request be granted as presented.


            Pam Vellutini, Helman Music Specialist, submitted a letter of resignation effective the end of this school year.  It was recommended that her request be granted as presented.


c.         Employment Recommendations


            Joanne Cyphers was recommended as a full-time probationary Special Education Teacher at Walker Elementary School replacing Katherine Mahoney who retired.


            Lynn Fain was recommended as a full-time probationary Intermediate Teacher at Walker Elementary School replacing Martha Wilhelm who retired.


Director Alexander moved that the Board approve the consent agenda as presented. Director Amrhein seconded and the motion passed unanimously.


VI.       Hear Public Requests not a part of the agenda


Bill Anderson spoke regarding placing an A on Grizzly Peak for the purpose of raising school spirit.  He asked how one teacher and one class could do that without consulting the community on which it will have an effect.


Ruth McCleod spoke on Heidi Heidig’s transfer noting that the voice of the child is missing in the process.


Janet Murphy spoke on Heidi Heidig’s transfer.


Director Marr read a letter from Wendy Siporen regarding the work of the Food Service Committee.


VII.      Reports


1.         Student and Staff Representative Reports


            Molly McGuire, Student Representative, reported on the success of students in Brain Bowl, Math Team, Welding Program, Theater Department, Music, Speech and Debate, Tennis, Track and Advanced Placement classes.


            Amy Korth, Classified Representative, thanked the staff who were involved in classified bargaining, and reported that the Classified Union is selecting students for scholarship awards.


            Trisha Mullinnix, Certified Representative, reported on the AMS Health Class conservation activities, Bonnie McCracken’s class activities with reading buddies and Pi studies, and the AMS Choir.


2.         Ashland Schools Foundation


Susan Bacon reported on the annual fund drive that totals $216,757 at this time.


3.         Project Management Update


            Gary DeCock, Project Manager, reported on the activities completed in the last month on construction projects and announced future Design Team Meetings.  A summary of the activities and the meetings are posted on the district website.


            Gordon Odette reported on the Capital Development Program Construction Delivery Strategies.  Typically, four strategies are used in Oregon:  Design, Bid, Build; Qualifications Based Selection; CM/CG; Design Build.


            Mr. Odette proposed that the District utilize the Design, Bid, Build strategy for the smaller renovations, additions and improvement projects.  The responsibility to provide complete and organized design documents resides with the Architects and Engineers.  Walker Elementary is one example of a project that may be best suited for this strategy.  The issue of the Contractor’s skills is based in large measure on the Contractor’s ability to obtain the necessary bid, performance, and labor and material payment bonds.


            Mr. Odette proposed that the District use the Qualifications Based Selection process for the new construction, and larger renovations and additions.  One critical aspect of utilizing this process is Contractor participation.  Bellview and Helman Elementary are examples of projects that may be best suited for this strategy.  Because the response to the RFP requires a reply to a series of questions, a smaller number of Contractors will respond to this process.


            Mr. Odette  proposed the Construction Manager/General Contractor (CM/GC) process for the high school project, based upon the varying types of construction occurring on site, the number of projects on site and the completion of work throughout the year.


            Mr. Odette reviewed the CM/GC process and schedule.  In summary the Board will consider the process, receive public input, and determine a direction.  A specific schedule will then be developed.  The Board will meet in a Special Session on May 21 for the Board to determine the direction. 


4.         Oregon Counseling and Guidance Framework Report


            Samuel Bogdanove, Director of Student Services, reported on the requirements of the Oregon Counseling and Guidance Framework.  Oregon statute requires school districts to implement a multifaceted K-12 guidance and counseling program to better prepare students to be successful adults.  The Oregon Department of Education drafted a framework to help districts accomplish that.  This is projected to be a three-year change process.  The District has received two annual grants to support our efforts and hope for funding for the third year.


            The framework proposes a systemic change that shifts the role of counselors in schools from traditional roles of academic counseling and crisis response to a more integrated role within schools that supports critical life-skill development in every classroom K-12.  We completed our district audit this year and identified a number of strengths as well as some large gaps.  Identified needs include K-12 curriculum that meets all four required domains; increased use of Child Develop Specialists and Counselors, a unified career plan in place for grades 7 through 12; a community member with commitment and interest to participate in the committee process as we explore curriculum.


5.         District Food Service Overview Committee Report


Pam Lucas reported that the committee began its work in September.  Committee members agree that there are a lot of things that can be done to make a reimbursable meal healthier than it is now.  The committee looked at planning and analyzing menus, a nutrition education piece, partnership and procurement agreements with local producers, and the farm to school programs.  The committee suggested that a pilot program be established at one of the elementary schools to address the above-mentioned items.  A recommendation of the committee will be made at the next regular board meeting.


6.         Ashland High School Commencement Activities


            Jeff Schlecht reported that graduation will be held on June 8 at 7:0 p.m. in Lithia Park.  We have 7 valedictorians and 5 salutatorians.  Lausen Inada will be the guest speaker.  The Senior All Night will begin about an hour after graduation.


7.         Report on Ashland High School Work to Improve Student Achievement


Jeff Schlecht reported on the gains in freshman academic progress and attendance, and the programs that have been put in place to assist freshmen in making progress in those areas.


8.         April Financial Report


Pam Lucas reported on the financial status of the district as of April.


9.         Update on Bond Sale


Pam Lucas reported that the district received positive comments because we have a fund balance policy and we follow it.  Requests for Proposals have been put out for investment services, and we hope to select one tomorrow.  Director Amrhein expressed appreciation to the Project Management and architects for keeping the district on schedule so the bonds can be sold on time.


The Board recessed at 8:50 and reconvened at 8:56 p.m.


10.       Board Reports


Board members reported on the district newsletter, the May Revenue Forecast, ASAP, John Muir Tour and Update, AHS parent/student/teacher conferences, Willow Wind Mayday Celebration, Youth Activity Levy Committee, SOU Pool, Community Forum on policing, annual Superintendent Evaluation, Bond Construction Design Team Meetings, employee bargaining, International Travel Policy work, NSBA national conference in San Francisco, the district website and the link to information about capital improvement projects, and the May 15 Election.


The Board expressed appreciation to Molly McGuire for her service as Student Representative to the Board.


11.       Superintendent Report


            Superintendent Di Chiro reported on Juanita Fagan’s work on our Continuous Improvement Plan during Michelle Zundel’s absence.  She further reported on the RVTV show to be held on May 15 regarding bond projects.  She reported on the focus of the Professional Development Committee. 


VIII.     Unfinished Business


1.         Board Policy Revision – Second Reading


            Board Policy DFAA, Short-Form Investment Policy Bond Proceeds Only, was recommended for second reading.  Director Amrhein moved that the Board approve New Board Policy DFAA for second reading as recommended.  Director Alexander seconded and the motion passed unanimously.


IX.       New Business


1.         Waiver for Annual Instructional Requirements Due to Emergency Closures


Director Marr reported that, in accordance with OAR 581-022-1620(5)(b), the School Board may waive up to 14 hours of the required annual instructional requirements for emergency school closures due to adverse weather conditions.  Due to this year’s snow days, the administration recommends that the Board waive 14 hours of the required annual instructional requirements.


Superintendent Di Chiro explained that this will be for students only and the high school made up one instructional day already.  The waiver is for the remainder of the schools.  Some board members felt that the instructional days should be made up through a longer school year, or a longer calendar to begin with rather than waive the instructional time.


Director Alexander moved that the Board waive 14 hours of the required annual instructional requirements for the 2006-07 school year due to emergency school closures for adverse weather conditions in accordance with OAR 581-022-1620 (5) (b).  Director Parker seconded and the motion passed unanimously.


2.         Establish a Committee to Review the Youth Activity Levy and Make Plans for Local Option Levy


Superintendent Di Chiro referred to the guidelines in the Board Policy BCF and reviewed her proposal for a Local Option Committee.  Her proposal was amended to read as follows:


Local Option Committee:  The Board will appoint a small committee to study the implications of the loss of Youth Activity Levy revenue to the Ashland School District.  The committee will consist of district staff, local citizens, and a school board member that represent the various stakeholder groups in the Ashland Community.  The charge to the committee will be as follows:


1.   To research the legal and fiscal implications of the local option levy currently available to school districts in the state of Oregon to determine if this funding strategy is appropriate for Ashland School District to replace the Youth Activity Levy.


2.   To bring options to the Board on rate and terms for a potential local option levy that would produce revenue to replace the Youth Activity Levy revenue.


3.   To make a recommendation to the School Board in September of 2007 that outlines their research and recommendations.


The committee will be appointed by the School Board at the June 11, 2007 meeting.  The committee will first meet as soon as possible.


Director Amrhein moved that the Board accept the charge of the committee as amended.  Director Alexander seconded and the motion passed unanimously.


Heidi Parker, Amy Amrhein, and Superintendent Di Chiro will develop a potential slate of committee members to present to the Board for consideration at the next regular session.


3.         Approval of the Hazardous Materials Survey Contract


            Superintendent Di Chiro explained that responses were received for a Request for Proposal to conduct a survey and to identify the locations of the various hazardous materials in the district prior to construction so appropriate abatement can be conducted during construction.  She recommended that the Hazardous Materials Survey Contract with Coleman Creek Consulting be approved.


            Director Amrhein moved that the Board approve the Hazardous Materials Survey Contract with Coleman Creek Consulting as recommended.  Director Parker seconded and the motion passed unanimously.


4.         Reduction in Force


            Superintendent Di Chiro recommended a reduction in force of one certified employee, a welding/PE teacher at the high school, in order to meet this year’s budget reduction goal.


            Director Amrhein moved and Director Marr seconded that the Board approve the reduction in force of 1.0 Welding/PE Teacher at Ashland High School beginning with the 2007-08 school year.  The motion passed with the following roll call vote:  Alexander – abstain; Amrhein – yes; Marr – yes; Parker – yes; Patton – no.


X.        Announcements and Appointments


The Ashland High School Design Team will meet on Tuesday, May 15, 2007 from 2:00 to 5:00 p.m. at Lincoln School Room 10.


The Construction Project Advisory Committee will meet on Tuesday, May 15, 2007, from 7:30 to 9:00 p.m. to review the responsibilities of the committee, compare DOWA and Heery Budgets, and receive an update on bond projects.


The Board will hold a Work Session on Monday, May 21, 2007 from 2:00 to 4:00 p.m. in the Ashland Middle School Cafeteria for the AMS Design Team to meet.


A Special Session will be held on Monday, May 21, 2007, at 6:30 p.m. in the District Board Room to consider endorsing a construction process strategy.


A Budget Committee Meeting will be held on Monday, May 21, 2007 at 7:00 p.m. in the District Board Room to consider adoption of the proposed budget.


The Board will hold a Work Session on Thursday, May 24, 2007 from 7:00 to 9:00 p.m. in the Ashland High School Gym to present the Ashland High School Design to the Public for Input.


The Board will hold a Special Session on Friday, May 25, 2007 at 9:30 a.m. in the District Board Room to approve a supplemental budget.  A Work Session will follow to discuss the Local Option Committee, discuss Affordable Housing, and hear a report from the Joint Committee.


The Board will hold a Work Session on Friday, June 1, 2007, at 10:00 a.m. in the District Board Room to discuss Ashland High School Improvement Efforts and Attendance Initiative.


A Construction Project Advisory Committee meeting will be held on Monday, June 4, at 7:00 p.m. in the District Board Room.


The District Retirement Party is scheduled to be held on Tuesday, June 12, 2007, from 4:00 to 5:30 p.m. at the Standing Stone.


The next regular session will be held on Monday, June 11, 2007, at 7:00 p.m. at the Ashland Council Chambers.


XI.       Adjournment


There being no further business, the meeting adjourned at 10:04 p.m.


Jeanne Peterson, Executive Secretary



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5-14-07 Regular Session.pdf


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