Monday, July 14, 2003

Regular Session Minutes

Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session on July 14, 2003, at 7:30 p.m. in the Ashland Council Chambers.  Present were:

Terry Littleton  ) Vice-Chair
  
Chuck Keil  )
Heidi Parker  ) Board Members 
Ellie Thivierge ) 
   
Juli Di Chiro, Superintendent
Loren Luman, Business Manager
Jeanne Peterson, Executive Secretary
Media Representatives

I. Call to Order

 The meeting was called to order at 7:32 p.m. by Vice-Chair Littleton. 

II. Pledge of Allegiance

III. Roll Check

 A roll of the board was taken and all members were present with the exception of Director Amrhein.

IV. Welcome Visitors

 Vice-Chair Littleton welcomed visitors.

V. Swear in New Board Members

 Vice-Chair Littleton announced that she swore in Heidi Parker and Ellie Thivierge at 6:58 p.m. in the Ashland Council Chambers in order for the Board to have a quorum to hold an executive session earlier this evening.  Vice-Chair Littleton officially swore in Heidi Parker and Ellie Thivierge as new board members.  The oaths are attached hereto and become a part of these minutes.

VI. Organization of the Board for the 2003-04 School Year

 1. Election of Chair and Vice-Chair

 Terry Littleton nominated Amy Amrhein as Chair and Chuck Keil as Vice-Chair.  Ellie Thivierge seconded and the nomination was passed unanimously.  Terry Littleton turned the meeting over the Chuck Keil as the new Vice-Chair.

VII. Consent Agenda

1. Approve minutes of Executive Session, Budget Hearing, and Regular Session of June 9, 2003.

 It was recommended that the minutes of Executive Session, Budget Hearing, and Regular Session of June 9, 2003, be approved as presented. 

2. Personnel

a. Employment Recommendations

 Emma Brockman was recommended as a full-time temporary Special Education Teacher at Ashland Middle School replacing Deeanne Anderson who is on leave of absence.

 Jeffrey Mann was recommended as a .70 probationary Special Education Teacher at Bellview Elementary replacing Lisa Wareham-Sherman who resigned.

b. Resignation

 Teresa Trimble, Title I Specialist at Helman Elementary, submitted a letter of resignation effective immediately.  It was recommended that her resignation be accepted as presented. 

3. Administrative Agreements

 It was recommended that Memorandum of Understanding #2003-1 between the Ashland School District and Administrative Employees regarding compensation for the 2003-04 school year be approved as presented.  This proposal results in an overall wage increase of 2.1%.

 It was recommended that the Board approve the proposed Business Manager Agreement.  This is a three-year agreement similar to that of the superintendent.  The 2003-04 salary will be what he should have received for the 2002-03 school year, and subsequent annual salaries during the life of the agreement will be agreed upon between the Business Manager and the School Board. 

4. Confidential Employee Agreement

 The proposed Confidential Employee Agreement was recommended for Board approval as presented. This is a one-year agreement similar to that approved for the classified employees.  Confidential employees will not receive a cost of living, eligible employees will receive step advancement, and the longevity rate will be increased from .0025 to .0042.  This proposal results in an overall wage increase of 2.1%. 

5. Supervisory Employee Agreement

 The proposed Supervisory Employee Agreement was recommended for Board approval as presented. This is a one-year agreement similar to that approved for the classified employees.  Supervisory employees will not receive a cost of living, eligible employees will receive step advancement, and the longevity rate will be increased from .0025 to .0037, and supervisory employees will have $600 per year allotted for professional expenses.  This proposal results in an overall wage increase of 2.1%. 
 
6. Youth Transition Program Agreement

 The proposed Youth Transition Program Agreement was recommended for Board approval as presented.  This is a two-year agreement in the amount of $101,415 and reflects a decrease of 43%.  In the past, the district has been required to match Oregon Department of Education Funds by 25%.  This proposed agreement requires the district to match funds by 50%.  Therefore, to maintain our current level of expenditure, the services for the program have been decreased by 43%.   Also, the Youth Transition Program students will be running the Ashland High School Student Store next year.  Those resources will be used to increase services for the program. 

7. Appoint Budget Officer

 The Budget Officer position is currently being held by Loren Luman, and it was recommended that he remain in that capacity for the 2003-04 school year.

8. Appoint Clerk

 In accordance with ORS 332.515, the Board shall designate the chief administrative officer of the district as district school clerk.  It was recommended that the Board appoint Juli Di Chiro as the District Clerk for the 2003-04 school year.

9. Designate Custodian of Funds

 In accordance with Oregon state law, the superintendent-clerk shall receive, hold in custody, and expend all funds as required by law and as directed by the Board.  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.

10. Select Official Banks

The district proposed to use Janus Fund, Washington Mutual Bank, Key Bank, Bank of America, Klamath First Federal Savings and Loan Association, Rogue Federal Credit Union, Shearson Lehman Brothers, Smith Barney, Umpqua Bank, Wells Fargo, U S Bank, and the Local Government Investment Pool as the official banks for the 2003-04 school year.

11. Establish Time and Place of Official Meetings

 It was recommended that official regular school board meetings be held at 7:30 p.m. in the Ashland Council Chambers on the second Monday of each month.  It was further recommended that any non-regular board meeting be held in the District Board Room.

12. 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.

13. Review of Student-Employee Representatives to School Board

 Student/teacher/classified representatives are selected each year to sit with the Board at regular meetings as non-voting representatives.  The next term for representatives will begin in August.  It was recommended that the Board continue to have a representative from the student, certified, and classified groups.

14. Designate Superintendent as District Representative to Submit all Federal Grant Applications and Receive Federal Grant Funds for the 2003-04 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 2003-04 school year.

Director Littleton asked that the Administrative Agreement, Confidential Employee Agreement, Supervisory Employee Agreement, and Youth Transition Program Agreement be removed from the consent agenda. 

Director Thivierge moved that the balance of the consent agenda be approved as presented.  Director Parker seconded and the motion passed unanimously.

Juli Di Chiro explained that the Administrators, Confidential Employees and Supervisory employees did not receive cost of living increases in the proposed agreements.  She reviewed the changes in each of those agreements.  Director Littleton moved that the Board approve the Administrative Agreement, Confidential Employee Agreement, and Supervisory Employee Agreement as presented.  Director Thivierge seconded and the motion passed unanimously.

Juli Di Chiro explained the changes in the Youth Transition Program Agreement.  Director Littleton moved that the Board approve the Youth Transition Program Agreement as presented.  Director Parker seconded and the motion passed unanimously.

VIII. Reports

1. Legislative Update

Chuck Keil and Juli Di Chiro provided information on legislative activities.

2. Report on Senior Projects

 Willow Wind Participation Update

 Debbie Pew reported on the increased participation in the Willow Wind program.  The average daily membership for the 2002-03 school year was 152.

3. Private Alternative Programs

 Juli Di Chiro reported that she and Debbie Pew met with parents of students from the previous Waldorf School and shared the Oregon Revised Statutes, Oregon Administrative Regulations, District Standards, Board Policy and District Administrative Regulations outlining the requirements for a establishing private alternative program.  The parents decided not to pursue such a program at this time.

4. Board Report

 Board members reported on the OSBA convention and the District 4th of July parade float thanking the community for passing the Youth Activity Levy.

5. Superintendent Report

 Juli Di Chiro reported on a flag at Willow Wind Community Learning Center, an invitation for her to participate on a statewide school funding stability task force, and continued budget uncertainty.

IX. Hear public requests not a part of the agenda

 There were no requests.

X. New Business

 1. Lease Agreement for Portion of Briscoe School

 Rod Walker and Adrien Graham of the Oregon Child Development Coalition (OCDC) reported on their proposal to lease a portion of Briscoe School next year for a Migrant Head Start program.  They responded to questions regarding the program.

 Loren Luman reviewed the proposed lease stating that OCDC will lease a portion of Briscoe School for $110,000 per year.  Director Thivierge moved that the Board approve the proposed Lease with the Oregon Child Development Coalition as presented.  Director Parker seconded and the motion passed unanimously.

2. Approve English Language Learner Program Handbook

 Juli Di Chiro reported on the proposed English Language Learner Program Handbook indicating that it is currently in draft format and will be completed by the end of the year.

 Director Littleton moved that the Board approve the draft of the English Language Learner Program Handbook as presented.  Director Thivierge seconded and the motion passed unanimously.

3. Curriculum Professional Development

Juli Di Chiro reviewed the proposed Math Curriculum, the District Math Textbook Adoption List, and the Independent Math Textbook Adoptions recommended for Board approval.  Director Thivierge moved that the Board adopt the Math Curriculum, the District Math Textbook Adoptions, and the Independent Math Textbook Adoptions as presented.  Director Parker seconded and the motion passed unanimously.

4. Board Policy Revisions - First Reading

 Steve Woods of Oregon School Boards Association reviewed the following Board Policy revisions which were recommended for first reading:
 
JB Equal Educational Opportunity
JBA/GBN Sexual Harassment
JBAA Section 504 - Students
JC School Attendance Areas
JE Attendance
JEA Compulsory Attendance
JEBA Early Entrance
JEC Admissions
JECA Admission of Resident Students
JECB Admission of Nonresident Students
JECBA Admission of Foreign Exchange Students
JECBD Homeless Students
JECD Instructional Arrangements/Assignment to Classes
JECE Student Withdrawal from School
JED Student Absences and Excuses
JEDA Truancy
JEDB Student Dismissal Precautions
JEE Student Attendance Accounting
JEF Released Time for Students
JEFA Open/Closed Campus
JEFB Release Time for Religious Instruction
JF/JFA Student Rights and Responsibilities
JFB Student Involvement in Decision Making
JFBA Student Government
JFC Student Conduct and Discipline
JFCA Student Dress and Grooming
JFCB Care of District Property by Students
JFCEA Secret Societies - Gangs
JFCF/GBNA Hazing/Harassment/Intimidation/Bullying/Menacing
JFCG Tobacco Use by Students
JFCJ Weapons in the Schools

Minor changes were made to the following policies, JBA/GBN, JEA, JEBA, JECD, JECB, JECBA, JECE, JED, JEDA, JEFE, JEFB, JFBA, JFC, and JFCF/GBNA.  Director Littleton asked Juli Di Chiro to obtain a recommendation from high school administrators on JEA, Compulsory Attendance.  She also requested input from local school districts on this proposed policy. 

Vice-Chair Keil moved that the Board extend the meeting until 11:00 p.m.  Director Littleton seconded and the motion passed unanimously.

It was recommended that Board Policy JFCEA be deleted.

Director Littleton moved that the Board approve the following policies for first reading for first reading as presented:  JB, JBAA, JC, JE, JEC, JECBD, JECD, JEDB, JEE, JEF, JF/JFA, JFB, JFCA, JFCB, and JFCG as presented.  She further moved that the following policies be approved for first reading as amended:  JBA/GBN, JEA, JEBA, JECA, JECB, JECBA, JECE,JED, JEDA, JEFA, JEFB, JFBA, JFC, and JFCF/GBNA.  She finally moved that Policy JFCEA be deleted.  Director Thivierge seconded and the motion passed unanimously.

It was agreed that policies JFCJ, JFD, JFE and JFF, as well as the balance of Section J will be reviewed for first reading in September.

XI. Old Business

 1. Board Policy Revisions - Second Reading

  Board Policy Revisions IIBGA, Electronic Communication System was presented for second reading.  Director Thivierge moved that Board Policy IIBGA be approved for second reading as presented.  Director Littleton seconded and the motion passed unanimously.  A copy of said policy is attached hereto and becomes a part of these minutes.

XII. Announcements and Appointments

The next regular session will be held on August 11, 2003, at 7:30 p.m. in the Ashland Council Chambers.

The Board will hold a Work Session on Monday, August 25, 2003, from Noon to 5:00 p.m. to meet with District Administrators and Review Board Goals.  The location is yet to be determined.

XIII. Adjournment

 There being no further business, the meeting adjourned at 11:00 p.m.
 
Jeanne Peterson, Executive Secretary



Download File
7-14-03 Regular Minutes.pdf

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