Monday, April 14, 2008

Ashland School District No. 5, Jackson County, Oregon – The Board of Directors met in regular session  April 14, 2008, at 7:00 p.m. in the Ashland Council Chambers.  Present were:

 

Mat Marr                     )           Chair

Ruth Alexander )

Keith Massie                )           Board Members

Heidi Parker                 )

Amy Patton                  )

 

Juli Di Chiro, Superintendent

Pamela Lucas, Business Manager

District Administrators

Media Representative

 

 

 

I.

Call to Order

 

The meeting was called to order at 7:01 p.m.

 

 

 

II.

Pledge of Allegiance

 

 

 

III.

Roll Check

 

All members were present.

 

 

 

IV.

Welcome Visitors and Acknowledgments - 5 minutes

 

 

 

 

A.

Vision and Mission Statement

 

Board members read portions of the district vision and mission statement.

 

Jeff Ashman and Lydia Tolley of Sodexho presented a check in the amount of $1500 to the district in support of the educational program. 

 

 

 

V.

Consent Agenda

 

 

 

A.

Approve minutes of CPAC meeting of February 4; regular session of March 10; and work, executive and special sessions of March 31, 2008.

 

The above minutes were recommended for approval.

 

 

 

 

B.

Personnel

 

 

 

 

I.

Request for Leave of Absence

 

Andy Bayliss, Willow Wind teacher currently on leave, submitted a letter requesting that his unpaid miscellaneous leave of absence be extended through the 2008-09 school year.  It was recommended that his request be granted as presented.

 

Kate Sullivan, Ashland High School Special Education Teacher, submitted a letter requesting a continuation of her .33 miscellaneous unpaid leave of absence through the 2008-09 school year.  It was recommended that her request be approved as presented.

 

 

 

 

II.

Retirement Request

 

Suzy Snider, Ashland High School Foreign Language Teacher submitted a letter of intent to retire May 1, 2008 and complete the year on a 1039 contract.  It was recommended that her request be granted as presented.

 

 

 

 

III.

Employment Recommendations

 

Katherine Holden was recommended as a half-time probationary Wilderness Charter School teacher at Ashland High School. 

 

 

 

 

IV.

Resignation

 

Richard Gurwell submitted a letter of resignation effective April 4, 2008.  It was recommended that his resignation be accepted as presented.

 

 

 

 

The minutes of the work session of March 31, 2008 were amended as follows.  The first sentence in the item, Discuss Turf, was changed from softball field to football field.  A sentence was inserted into the second paragraph of that item to indicate that the Board  mentioned that the cost and benefit of the turf would need to be weighed against other sports in the community.  Under Discuss Goals for Next Year, Chair Marr’s first comment was changed to “finalize the 50 year facility plan….  In his sixth comment, designed was changed to decided. 

 

Director Parker moved that the Board adopt the consent agenda as amended.  Director Alexander seconded and the motion passed unanimously. 

 

VI.

Hear Public Requests not a part of the agenda

 

 

 

 

There were no public requests.

 

VII.

Reports

 

 

 

 

A.

Student, Staff and Representative Reports - 10 minutes

 

There were no student or staff representatives present.

 

 

 

 

B.

Soroptimist's Signature Project

 

Susan Hollandsworth reported that Helman School received a Soroptimist's Signature Project Grant called Soroptimist Strong Girls, Strong Women. She introduced Sara Brown, President of Soroptimist International of Ashland who spoke about the service organization, and presented a check to the district for $12,500 for this project.  Jennifer Egan, Child Development Specialist, briefly spoke about the program.

  

 

 

 

C.

Ashland Schools Foundation Report

 

Susan Bacon reported on the progress of the annual fundraising. 

 

 

 

 

D.

Project Management Update

 

Juli Di Chiro provided an update on school projects.

 

 

 

 

E.

District Financial Report

 

Pam Lucas reviewed the financial status of the district, the bond investment fund, and bond project expenditures. 

 

 

 

 

F.

Superintendent Report

 

Juli Di Chiro gave a report on the Oregon Diploma requirements. 

 

 

 

 

 

G.

Superintendent Evaluation Timeline

 

Mat Marr presented the timeline for the evaluation of the superintendent as follows:

 

March 31 – Superintendent Evaluation From sent to all administrators.

 

April 14 – Deadline for responses from Administrators.

 

April 25 – Administrator responses given to Board Chair.

 

April 28 – Executive Session for Board to discuss superintendent evaluation 7:00 pm, District Board Room.

 

May 9 – Executive Session with Superintendent present to discuss evaluation 9:00 am District Board Room.

 

May 12 – Regular Board Meeting – Superintendent evaluation announced to public. 

 

 

 

VIII.

Unfinished  Business

 

 

 

 

A.

Board Policy Revisions - Second Reading

 

The following board policy revisions were presented for second reading:   GBNAA/JFCFA, IGBA, IGBAB, IGBAC, IGBAE, IGBAF, IGBAG, IGBAH, IGBAI, IGBAJ, IGBAK, IGBAL, JFCFA/GBNAA and JGDA/JGEA.

 

Mat Marr suggested holding a work session to discuss the special education program and respond to questions of community members. 

 

Director Alexander moved that the Board approve for second reading as amended the following board policy revisions IGBA, IGBAB, IGBAC, IGBAE, IGBAF, IGBAG, IGBAH, IGBAI, IGBAJ, IGBAK, IGBAL, and JGDA/JGEA.  Director Marr seconded and the motion passed unanimously.

 

The Board discussed Board Policy Revisions GBNAA/JFCFA and JFCFA/GBNAA on Cyberbullying.  Director Parker made some proposed amendments.    Director Marr encouraged the superintendent and high school  staff to reach out to high school students to determine how to implement this policy. 

 

Superintendent Di Chiro recommended inserting the word “cyberbullying” into the current GBNA/JFCF-AR and adopt it immediately. 

 

Director Marr moved that the Board approve GBNAA/JFCFA and JFCFA/GBNAA as amended. Director Alexander seconded and the motion passed unanimously.

 

 

 

IX.

New Business

 

 

 

 

A.

Request for Proposals for Bellview Contractor

 

Superintendent DiChiro reviewed the proposed changes to the RFP regarding the historically sensitive projects and sustainability.  Additional grammatical corrects were made by board members.

 

Superintendent Di Chiro recommended that the Proposal Selection Committee should include the superintendent, business manager, principal, a representative from the design committee, a CPAC member, and a board member.  Non voting members would include someone from DLR and Gary DeCock.  It was agreed that the Board Chair will appoint the design committee representative, CPAC representative, and board member. 

 

Superintendent Di Chiro reported that alternatives are not anticipated even though they are listed. Board members may come into the office to review Appendix B when it is completed. 

 

Director Marr moved that the Board approve the Request for Proposals for a Bellview Contractor as amended.  Director Massie seconded and the motion unanimously.

 

Director Marr moved that the Proposal Selection Committee include the superintendent, business manager, principal, a representative from the design committee, a CPAC member, a board member, and an at large member, with nonvoting members being representatives from Project Management and the Architects.  Director Parker seconded and the motion passed unanimously.   

 

 

 

 

B.

Approve School Calendar

 

The 2008-09 school calendars were presented for board approval. 

 

Director Alexander moved that the Board adopt the 2008-09 school calendars as presented. Director Massie seconded and the motion passed unanimously.

 

 

 

 

 

 

C.

OSBA Legislative Policy Committee Regional Representative

 

The Board considered Jonathan Bilden and Eric Dziura to serve as a regional representative on the new OSBA Legislative Policy Committee. 

 

Following discussion, Director Marr moved that the Board vote for Jonathan Bilden as the regional representative on the OSBA Legislation Policy Committee.  Director Alexander seconded and the motion passed unanimously.  Jeanne Peterson was directed to conduct the vote online.

 

 

 

 

 

 

D.

Photovoltaic Options

 

Directors Alexander and Massie reviewed their research on the options for photovoltaic panels throughout the school district.  They will present additional information on reference calls and tax credits.

 

Douglas Parsons of SunEnergy Power Corporation spoke about projects they have done and are doing. 

 

Director Marr moved and Director Massie seconded to adopt the proposed contract with SunEnergy not to exceed $5,000 with amendments.   Director Massie seconded and the motion passed unanimously. 

 

 

 

 

E.

Approve Resolution #2008-04 Regarding Debt Service Resolution

 

Pam Lucas reviewed the following resolution and recommended Board approval.

 

RESOLUTION #2008-04

 

BE IT RESOLVED that the Board of Directors of the Ashland School District hereby approves a $125,000 increase in the appropriation of the Debt Service Fund.  The increase will be funded by additional tax revenue that was unanticipated at the time the 2007-08 budget was adopted.  Revenues will be recorded as 1111 (current taxes) and Expenditures as 5110 (debt service). 

 

 

 

 

 

Director Massie moved that the Board adopt Resolution #2008-04 regarding the Debt Service Fund as presented.  Director Alexander seconded and the motion passed as follows:  Alexander – yes; Massie – yes; Marr – absent; Parker – yes; Patton – yes

 

 

F.

Approve Resolution #2008-05 Regarding Appropriations

 

Pam Lucas reviewed the following resolution and recommended Board approval.

 

RESOLUTION #2008-05

 

BE IT RESOLVED, that the Board of Directors hereby transfers:

 

Fund 100, General Fund:  $300,000 from Contingency (6000) to Instruction (1000), due to unanticipated staffing expenditures.  $135,000 from Contingency (6000) to Facilities Acquisition (4000), due to unanticipated land purchase and property damage insurance deductible.

 

Fund 200, Special Revenue Fund:  $200,000 from Instruction (1000) to Support Services (2000), due to unanticipated staffing expenditures. 

 

 

 

 

Director Alexander moved that the Board approve Resolution #2008-05 regarding transfers as presented.  Director Massie seconded and the motion passed unanimously.

 

 

G.

Memorandum of Understanding #2008-01

 

Memorandum of Understanding #2008-01 between the Southern Oregon Bargaining Council and Ashland School District #5 regarding extra duty assignments was recommended for approval.  Director Massie moved that the Board approve Memorandum of Understanding #2008-01 between the Southern Oregon Bargaining Council and Ashland School District #5 regarding extra duty assignments  as presented.  Director Alexander seconded and the motion passed unanimously.

 

 

 

 

 

H.

Consider Reduction in Force

 

Superintendent Di Chiro reported that, based on declining enrollment, the Board needs to consider reduction in force for the classified employee group to balance the 2008-09 budget.  Director Massie moved that the Board consider reduction in force for the classified employee group to balance the 2008-09 budget as recommended.  Director Alexander seconded and the motion passed unanimously.

 

 

 

X.

Board Report - 20 minutes

 

Board members reported on Site Council meetings, District Food Service Committee, Helman Ground Breaking, AHS enrollment process, AHS College Handbook, Wellness Committee, parent conferences, AHAA meeting, Model UN Conference in Eugene, AHS Course Guide, Get Ready Oregon Video Challenge, ASF, District Newsletter, AMS and Walker Groundbreaking ceremonies, the Class of 2008, State Solo Performances at the Craterian, Community Dialogue on April 30,.

 

 

 

XI.

Announcements and Appointments - 5 minutes

 

 

 

 

 

A.

The Board will hold an Executive Session on Monday, April 28, 2008, at 7:00 pm in the District Board Room in accordance with ORS 192.660 (2)(i) to evaluate the superintendent.

 

 

 

B.

A Budget Committee Meeting will be held on Tuesday, April 29, 2008, at 7:00 p.m. in the District Board Room to present the 2008-09 budget document.

 

 

 

C.

A Capital Project Advisory Committee Meeting will be held on Monday, May 5, 2008, at 7:00 p.m. in the District Board Room.

 

 

 

D.

A Budget Committee Meeting will be held on Tuesday, May 6, 2008, at 7:00 p.m. in the District Board Room to review the proposed 2008-09 budget document.

 

 

 

E.

The Board will hold an Executive Session on Friday,  May 9, 2008, at 7:00 pm in the District Board Room in accordance with ORS 192.660 (2)(i) to evaluate the superintendent.

 

 

 

F.

The next regular session will be held on Monday, May 12, 2008, at 7:00 pm in the Ashland Council Chambers.

 

 

 

G.

Director Patton asked board members to access their BoardBook software and determine if they would like to utilize it more fully.  At the next Board meeting we can discuss whether we want to move to the higher software level.

 

 

 

XII.

Adjourn

 

There being no further business, the meeting adjourned at 10:01 p.m.

 

 

 

Respectfully submitted by Jeanne Peterson, Administrative Assistant.

 



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