Monday, August 11, 2008

Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session August 11, 2008, at 7:00 p.m. in the Ashland Council Chambers. Present were:

 

Mat Marr                     )           Chair

Ruth Alexander          )

Heidi Parker               )           Board Members

Amy Patton                 )

 

Juli Di Chiro, Superintendent

Jill Turner, Business Manager

District Administrators

Jeanne Peterson, Administrative Assistant

Media Representative

 

 

I.

Call to Order

 

The meeting was called to order at 7:00 pm.         

 

 

 

II.

Pledge of Allegiance

 

 

 

III.

Roll Check

 

All board members were present with the exception of Director Massie.

 

 

 

IV.

Welcome Visitors and Acknowledgments

 

 

 

 

Director Marr welcomed visitors.

 

 

A.

Vision and Mission Statement

 

Board members stated the vision and mission statements.

 

 

 

V.

Organization of the Board for the 2008-09 School Year

 

 

 

 

A.

Establish Adjunct Responsibilities of the Board

 

Chair Marr announced adjunct responsibilities of board members as follows.

 

District Redesign – AHS Steering Committee:  Patton and Parker

AHS Study Groups Related to the redesign:  Massie and Marr

Second Language:  Alexander and Massie

Class Size and Funding:  Patton and Alexander

Ashland Arts Advocates:  Parker and Alexander trade off

Ashland Schools Foundation:  Alexander

Capital Projects Advisory Committee:  Alexander and Parker

Certified Contract Maintenance Committee:  Parker

District Newsletter Facilitator:  Alexander

District Wellness Advisory Council:  Massie

ESD Budget Committee:  Massie

Executive Oversight:  Marr and Patton

Food Services Committee:  Marr and Alexander

Labor Management Classified Committee:  Alexander and Marr

Legislative Liaison:  Marr and Parker; Massie will attend two or three.

 

Director Alexander suggested that only one person be on each committee.  Chair Marr clarified that the first person listed is the primary representative and the second is a backup, although both may attend if desired.

 

 

 

VI.

Consent Agenda

 

 

 

 

 

A.

The minutes of the Capital Projects Advisory Committee meeting of July 2, and work and regular sessions of July 14, 2008 were recommended for approval.

 

 

 

 

B.

Personnel

 

 

 

 

I.

Employment Recommendations

 

There were no employment recommendations at this time.

 

 

 

 

Director Patton corrected the CPAC minutes of July 2, 2008.  The last sentence if Item IV was changed to read as follows:  They further asked the district to review the possibility of adding back the covered walkway for music and to consider adding funding to ensure that the scene shop/black box solution will work well for the theater department.

 

Director Parker moved to approve the consent agenda as amended.  Director Alexander seconded and the motion passed unanimously. 

 

 

 

VII.

Hear Public Requests not a part of the agenda

 

Peter Cotton commented on a “personnel matter” being a change in the Soccer Coaches.  He encouraged the Board to look very closely at how it is being handled. 

 

The following reports were delayed until the next regular session:  AHS Accreditation Evaluation Report, Review Board Policy KJA and KJA-AR on Materials Distribution, Update on Photovoltaics.  A new business item was added as follows:  Approve process to appoint community members to board appointed committees.

 

 

 

VIII.

Reports

 

 

 

 

A.

Annual Review of District Alternative Programs

 

Juli Di Chiro reported that the state department requires an annual report to review alternative programs.  She assured the Board that we have the proper policies and procedures in place and that a quality review has been done to determine that the programs are meeting the needs of the students we serve.  Ms. Di Chiro reviewed the Catalyst program, the Continuation Center, Crossroads School, Depot, SAEJ, Wilderness Charter School and the Willow Wind Community Learning Center.

 

Director Alexander moved to approve the alternative programs as presented.  Director Parker seconded and the motion passed unanimously by roll call vote.

 

 

 

 

B.

AHS Accreditation Evaluation Report

 

This item was tabled until the September meeting.

 

 

 

 

C.

Update on AHS Reform Process

 

Juli Di Chiro reported on the work being done with two consultants for high school reform.  The work involves administrators, teachers, and students at this time.  Community members will be joining the process at a later time.

 

 

 

 

D.

Review Board Policy KJA and KJA-AR on Materials Distribution

 

This item was tabled until the September meeting.

 

 

 

 

E.

Opening of Schools Information Report

 

Juli Di Chiro reported on the opening of schools.  She mentioned that Bellview 2-5 grade students will be in the south wing of Ashland Middle School, and K-1 students will be at the Rivergate Church on Iowa Street during Bellview’s construction. 

 

Juli Di Chiro reported that there is a proposed increase of the Student Health Services Fee from $5 to $20 per year.

 

Juli Di Chiro clarified that the registration for all Bellview Students will be at AMS.  Chair Marr suggested that a sign be put on Bellview School directing parents to the Ashland Middle School for registration.    

 

 

 

 

F.

Personnel Update Report

 

Juli Di Chiro reported that we still need to hire two support teachers.   

 

 

 

 

G.

Update on Photovoltaics

 

This item was tabled until the September meeting.

 

 

 

 

H.

Project Management Update

 

Gary DeCock provided an update on all of the school projects and responded to questions of the Board.

 

Gary DeCock reported that a neighborhood meeting will be held at Willow Wind to address some neighborhood concerns.

 

Juli Di Chiro reported on the neighborhood meetings held at Helman School to address neighborhood concerns.

 

The Board recessed at 8:32 p.m. and reconvened at 8:38 p.m.

 

 

 

 

I.

District Financial Report

 

The June financial report will not be available until the audit is completed.  Therefore, the June, July and August financial reports will be given in September. 

 

 

 

 

J.

Superintendent Report

 

Juli Di Chiro gave an update on the demographic report process.  We will be working with the Portland State University for that information.  The demographic report will be available in November.

 

Juli Di Chiro reported that the district met Adequate Yearly Progress.   

 

 

 

 

IX.

Unfinished  Business

 

There was no unfinished business.

 

 

 

 

 

 

 

 

 

 

 

 

X.

New Business

 

 

 


 

A.

Approve Employment of Business Manager

 

Jill Turner was recommended as the new Business Manager replacing Pam Lucas who retired.  The Board changed Section VI of the Business Manager’s contract to read “transportation” rather than “car.” 

 

Director Alexander moved to approve the contract for Jill Turner as amended.  Director Parker seconded and the motion passed unanimously by roll call vote.

 

 

 

 

 

 

B.

 

 

ASD Communication

 

Juli Di Chiro recommended approval of the communication proposal with Amy Amrhein which includes 10 hours per week not to exceed a cost of $25,000.  Primarily the work would be done during the school year.

 

Director Patton hoped that the Board could use volunteer work to reduce the cost of this proposal.  She further suggested that the contract include a statement that this project aims to be self-sustaining by the 2009-10 school year and that, to the extent possible, volunteers be solicited to write articles.

 

Director Alexander moved that the Board accept the proposal by Amrhein Associates to perform the work as outlined at the price of $62.50 an hour not to exceed the budget of $25,000.  Director Parker seconded. 

 

Chair Marr suggested the following changes to the proposal:  include a statement of creating a self-sustaining program; limit the budget to $20,000.

 

Director Patton amended the motion to include the statement of creating a self-sustaining program and to limit the budget to $20,000.    Chair Marr seconded and the amendment passed with the following roll call vote:  Alexander – no; Parker – yes; Patton – yes; Marr – yes.

 

The Board reached consensus that it highly values Amy Amrheim’s time and work.  Director Alexander noted that the Board is receiving a lot for not very much money.

 

Director Parker moved that the Board approve the proposal with Amrhein Associates as amended.  Chair Marr seconded and the motion passed with the following roll call vote:  Alexander – no; Parker – yes; Patton – yes; Marr – yes.

 

 

 

 

 

 

 

 

 

 

C.

Approve Changes in Student Handbooks

 

Juli Di Chiro reviewed the changes to the high school student handbook.  Director Patton made the following changes to the handbook:  list all fees by semester, remove reference to sports and activity fees for students living outside the city limits.

 

Director Patton moved to approve the changes to the high school handbook as amended.  Chair Marr seconded and the motion passed unanimously.

 

 

 

 

D.

Ashland High School Course Guide Changes

 

Juli Di Chiro reviewed the changes to the high school course guide. 

 

Director Alexander moved that the Board approve the changes to the high school course guide as presented.  Director Parker seconded and the motion passed unanimously.

 

 

 

 

E.

Board Policy Revisions – First Reading

 

This item was tabled until the September meeting.

 

 

 

 

F.

District Goals for 2008-09 School Year

 

Juli Di Chiro reviewed the proposed district goals for the 2008-09 school year.  She suggested that the Board make these goals shorter at some time since all of the work is also part of the Strategic Plan.  Chair Marr made the following amendments to the proposed district goals:  Include a statement under Capital Construction Projects about the Board Decision on use of Lincoln Elementary School; Change Secondary Projects to Additional Projects;  add renew superintendent contract and initial sustainability work by Board to Additional Projects.

 

Director Patton moved to approve the 2008-09 district goals as amended.  Director Parker seconded and the motion passed unanimously by roll call vote.

 

 

 

 

G.

Approve Process to Appoint Community Members to Board Appointed Committees

 

Juli Di Chiro presented the proposed charges to the Second Language Task Force and the K-12 Class Size Study Group as well as an application form for the committees.  The Board made minor amendments to the application form.  It was agreed that the charges would be finalized at the August 20 board work session.

 

Director Patton moved to approve the application form as amended.  Director Alexander seconded and the motion passed unanimously.

 

 

 

 

XI.

Board Report

 

This item was tabled until the next meeting.

 

 

 

XII.

Announcements and Appointments

 

 

 

 

A.

The Board will hold a work session on Wednesday, August 20, 2008 from 9:00 am to 1:30 pm at 635 Weller Lane, Ashland, to meet with district administrators.  The Board will hold a work session on that date from 2:00 to 4:00 pm in the District Board Room to discuss capital project oversight, unmet capital needs and potential projects, capital projects, budget, and oversight for YAAL.

 

 

 

 

B.

The next regular session will be held on Monday, September 8, 2008, at 7:00 p.m. at the Ashland Council Chambers.

 

 

 

 

 

 

 

 

D.

A Board Retreat will be held with the Lead Team on August 20, 2008 with the location yet to be determined.

 

 

 

XIII.

Adjourn

 

There being no further business, the meeting adjourned at 10:00 p.m.

 

 

 

Respectfully submitted by Jeanne Peterson, Administrative Assistant.



Download File
8-11-08 Regular Board Minutes.pdf

(33.1KB)
 

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