Monday, June 08, 2009

Ashland School District No. 5, Jackson County, Oregon – The Board of Directors met in regular session Monday, June 8, 2009, beginning at 7:00 p.m. in the Ashland Council Chambers, 1175 East Main Street, Ashland OR 97520.  Present were:

 

Heidi Parker                )           Vice Chair

 

Ruth Alexander          )

Keith Massie               )           Directors

Amy Patton                 )

 

Juli Di Chiro, Superintendent

Jill Turner, Business Manager

Toni Knox, Certified Representative

Amy Korth, Classified Representative

Jeanne Peterson, Recording Secretary

Media Representative

 

I.          Call to Order

 

            Vice Chair Parker called the meeting to order at 7:03 p.m.

 

II.        Pledge of Allegiance

 

III.       Roll Check

 

            All members were present with the exception of Mat Marr.

 

IV.       Welcome Visitors and Acknowledgments

 

            A.        Vision and Mission Statement

 

            Director Patton read the vision and mission statement.

 

V.        Consent Agenda

 

            A.        Personnel

 

                        I.          Employment Recommendations

 

Brent Freeman was recommended as a .50 Teacher on Special Assignment serving as a District Math Coach for the 2009-10 school year.  Mr. Freeman will be retired and will be on a 1039 teacher contract.

 

Mike Titus was recommended as a .17 Auto Mechanics Teacher at Ashland High School for the 2009-10 school year.  Mr. Titus is retired and will be on a 1039 teacher contract.

 

John Weston was recommended as a .50 Woodworking Teacher at Ashland High School for the 2009-10 school year.  Mr. Weston is retired and will be on a 1039 teacher contract.

 

Lisa Wileman was recommended as a probationary full-time Math Teacher at Ashland High School replacing Ron Graham who resigned. 

 

II.        Requests for Leave of Absence

 

            Jenifer Carstensen, AMS Band Teacher, requested a leave of absence for the 2009-10 school year.  It was recommended that her request be approved as presented.

 

            Tia McLean, Primary Teacher at Helman Elementary, requested a half-time leave of absence for the 2009-10 school year.  It was recommended that her request be approved as presented.

 

Director Alexander moved to accept the consent agenda as presented.  Director Massie seconded and the motion passed unanimously.

 

 

VI.       Hear Public Requests not a part of the Agenda

 

            Craig Gorson read his letter to the School Board, Ashland City Council, and the mayor regarding his daughter’s four-month illness.  He expressed his appreciation to the high school staff for the help it provided his daughter in making the adjustments necessary to continue succeeding in her education. 

 

            Patty Ruiz discussed the district’s new policy on removing lofts from the classrooms, and its impact on the John Muir School.  She suggested that communications could be improved by having parents on more committees to deal with similar situations.

 

            Rachel Canberry, Ashland High School senior, presented her new novel called Gravel.

 

VII.     Reports

 

A.        Student, Staff and Representative Reports

 

            Amy Korth, Classified Representative, commented on the end of the year activities.

 

            Toni Knox, Certified Representative, spoke on the success of Bellview being housed in two different locations during the construction phase.  She further reported on activities of the John Muir School, Health Classes at Ashland Middle School, and the Ashland High School graduation. 

B.        Sodexho Annual Report

 

            Jeff Ashman and Lydia Tolley reviewed the annual report on the Sodexho Program and responded to questions of the Board.

 

C.        Project Management Update

 

            Gary DeCock provided an update on all of the school construction projects indicating that they are all on schedule.  Juli noted that from June 15 through August 15 the high school campus will be closed to the public due to the HVAC work and the small projects package.  Only the high school office will be accessible. 

 

D.        District Financial Report

 

            Jill Turner reviewed the April Financial Report and responded to questions.  She anticipates a positive fund balance by the end of June.

 

E.         Report on Banking Services

 

            Jill Turner reported on the results of the Request for Proposals received to consolidate the district banking services.  Four finalists were interviewed, and Premier Bank was chosen to provide district banking services. 

 

F.         Update on Work of Budget Committee

 

            Juli reported on the meetings of the budget committee and its recommendation to approve the 2009-10 budget, as well as other recommendations to the Board.

 

G.        Superintendent Report

 

            Juli Di Chiro reported that Christine McCollom had her baby last Friday.  In addition, she reported on the high school graduation, the progress on the employee negotiations and the ending of the school year.

 

The Board took a break at 8:35 p.m. and reconvened at 8:49 p.m.

 

VIII.    Unfinished Business

 

            There was no unfinished business.

 

 

 

 

 

 

IX.       New Business

 

A.        Sodexho Contract Extension

 

            Juli Di Chiro recommended that the Board approve the one-year extension of the Sodexo Contract.  Director Massie moved that the Board  approve the Sodexho Contract Extension as presented.  Director Alexander seconded and the motion passed unanimously by roll call vote.

 

B.        Food Service Study Committee

 

            Juli Di Chiro reported that the recommended charge to the Food Service Study Committee will be to study the potential models for food services in the Ashland School District, and make a recommendation to the Board in December of 2009.  The committee would consist of 10 members consisting of two school board members; one district administrator; community members/parents with expertise in local food production, nutrition and child health, food service operation; two high school students and one district staff member.  Applications to join the committee would be available at the District Office and on the district website beginning June 12, 2009.  Completed applications will be due to the District Office by August 1, 2009.  Committee members will be appointed by the Board at the August 10, 2009 meeting.  The committee will initially meet in early September.

 

            Cindy Drought, Oregon School Employees Association Representative, expressed disappointment in the proposal of the committee.  The district employees had originally wished to work closely with the district to study the food service program.  She hoped that the committee would be open to input from the district staff. 

 

            Keith suggested that the Food Service Study Committee provide an interim report to the Board on the criteria being established.

 

Director Massie moved that the Board approve the Food Service Study Committee as amended.  Director Alexander seconded and the motion passed as follows:  Alexander – yes; Massie – yes; Parker – yes; Patton – no.

 

C.        Resolution #2009-02 on Transfer of Funds

 

            Jill Turner recommended that the following resolution be adopted by the Board.

 

RESOLUTION #2009-02

 

BE IT RESOLVED that the Board of Directors of the Ashland School District hereby approves a transfer as follows.

 

Fund 100, General Fund:       

From    Contingency                              $        450,000

To:       Instruction                                           250,000                       Transfers of Funds Out                               150,000          

            Interfold Loan Expense                                    50,000                       Total                                                                450,000

 

Fund 200, Special Revenues.

From:   Transfer of Funds In                           150,000

            To:       Support Expenditures                         150,000

 

Fund 300, Debt Service

From:   Carryover revenue                               50,000

To:       Interfund Loan Proceeds                    50,000                        

Fund 400, Capital Projects Fund: 

From:   Facilities Acquisition Expense            400,000

            To:       Instruction Expense                            100,000         

Support                                                        $ 300,000

 

General Fund -The contingency is needed to cover the unanticipated instructional Salaries and Benefits.  The transfer will cover the additional costs in the food Service program and deficits in several operating and grant programs. The Interfund loan is needed to cover the balance of the debt service fund payment.  This loan will be repaid in the following fiscal year.

 

Special Revenue Fund- This additional general fund support will cover additional food service costs and the negative program fund balances.

 

Debt Service Fund- The interfund loan replaces other revenues which were not received during the fiscal year.

 

Capital projects Fund- This transfer of appropriation reallocates the monies to the correct line items covering additional equipment and salaries.

 

Director Patton moved that the Board approve Resolution #2009-02 on transfer of funds as presented.  Director Alexander seconded and the motion passed unanimously.

 

D.        Resolution #2009-04 Regarding Interfund Loan

 

            Jill Turner recommended that the following resolution be adopted by the Board.

 

RESOLUTION #2009-04

 

ORS 294.460 allows for an interfund loan from one fund to another, whenever it is authorized by the official resolution or ordinance of the governing body.

BE IT RESOLVED  that the general fund is authorized to loan $50,000 to the Debt Service fund to pay the balance on the bond interest and principal payment due in June.  The loan will be paid back in full by November 30, 2009.  The loan will bear interest equal to the earnings rate of the Local government Investment Pool during this same period of time.

            Director Patton moved that the Board approve Resolution #2009-04 regarding interfund loans as presented.  Director Massie seconded and the motion passed unanimously.

 

E.         Approve Election Results

 

            Director Massie moved  that the Board approve the May 19, 2009 election results as presented.  Director Patton seconded and the motion passed unanimously.

 

F.         Resolution Regarding Volunteer Workers Compensation

 

            Jill Turner recommended that the following resolution be adopted by the Board.

 

JACKSON COUNTY SCHOOL DISTRICT NO. 5

RESOLUTION #2009-03

 

A RESOLUTION EXTENDING WORKERS’ COMPENSATION COVERAGE TO VOLUNTEERS OF JACKSON COUNTY SCHOOL DISTRICT NO. 5.

 

WHEREAS, the Jackson County School District No. 5 elects the following:

 

Pursuant to ORS 656.031, workers’ compensation coverage will be provided to the classes of volunteer workers as indicated below and listed on the Volunteer Election Form.

 

Board Members – Public Officials on unpaid boards will be covered only for administrative and clerical functions while performing their authorized duties as elected officials.

 

Other Volunteers – Non-public safety volunteers and board members volunteering for duties other than administration and clerical functions will use the Volunteer Election Form to keep track of their hours and have their assumed payroll reported in the correct Class Code for all their types of work using Oregon minimum wage.

 

A roster of active board members and volunteers will be kept monthly for reporting purposes and submitted to SDAO quarterly or more frequently upon request.

 

NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of Jackson County School District No. 5 to provide workers’ compensation coverage as indicated above.

 

Director Massie moved that the Board approve Resolution #2009-03 regarding volunteer workers compensation as presented.  Director Alexander  seconded and the motion passed unanimously.

 

G.        Award Bid for Small Project Package

 

            On June 3, bids were received for Small Package Projects at Briscoe, Helman, Walker, Ashland Middle School and Ashland High School.  It was recommended that the bid, including Alternates 1, 2, and 4, be awarded to Adroit Construction in the amount of $429,800.

 

            Director Massie moved that the bid, including Alternates 1, 2, and 4, be awarded to Adroit Construction in the amount of $429,800 as recommended.  Director Alexander seconded and the motion passed unanimously.

 

X.        Board Report

 

            Board members reported on this being Director Patton’s last regular meeting.

 

XI.       Announcements and Appointments

 

A.        The District Retirement Party will be held on June 9, 2009 at 4:00 pm at the Standing Stone.

 

B.        On June 11, 2009, a walk-through of all new facilities will be conducted at 4:00 pm beginning at the District Office.  Members of the Capital Projects Advisory Committee and the original Facilities Committee have been invited to participate.

 

C.        The Board will hold a Special Session on June 29, 2009 at 7:00 p.m. in the District Board Room to approve the 2009-10 Budget Document, an MOU with the Southern Oregon Bargaining Council, and the Classified Employee Union Salary Agreement.

 

D.        The next regular session will be held on Monday, July 13, 2009 at 7:00 p.m. in the Ashland Council Chambers.

 

XII.     Adjourn

 

There being no further business, the meeting adjourned at 9:44 p.m.

 



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6-8-09 Regular Minutes.pdf

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