Monday, February 11, 2008

Ashland School District No. 5, Jackson County, Oregon – The Board of Directors met in regular session February 11, 2008, at 7:00 p.m. in the Helman School Library.  Present were:


Mat Marr                     )           Chair

Ruth Alexander )

Keith Massie                )           Board Members

Heidi Parker                 )          

Amy Patton                  )


Juli Di Chiro, Superintendent

Pamela Lucas, Business Manager

Eleanor Buell, Student Representative

Toni Knox, Certified Representative

District Administrators

Media Representative




Call to Order


The meeting was called to order at 7:00 p.m. by Chair Marr





Pledge of Allegiance





Roll Check





Welcome Visitors and Acknowledgments





A.          Vision and Mission Statement


Chair Marr welcomed visitors and portions of the vision and mission statement were read.



Consent Agenda







Approve minutes of Capital Project Advisory Committee meeting of January 7 and regular session of January 14, 2008. 











Request for Leave of Absence


Kathi Bowen-Jones requested a .17 leave of absence beginning January 28, 2008 and extending through the balance of this school year.  It was recommended that her request be granted as presented. 






Retirement Requests


Bea Carlson, Math Teacher at Ashland High School, submitted a letter of intent to retire June 30, 2008.  It was recommended that her retirement be granted as requested.


Diane DeMerritt, Intermediate Teacher at Walker Elementary School, submitted a letter of intent to retire at the end of this school year.  It was recommended that her retirement be granted as requested.


Susan Frey, Sixth Grade Teacher at Ashland Middle School, submitted a letter of intent to retire the end of this school year.  It was recommended that her retirement be granted as requested.


It was recommended that the retirements be granted as presented.





The minutes of January 14 were corrected on page 13 to indicate that Director Parker was adopted by the high school.  The minutes were further corrected on page 17 to clarify that money from the Winter Fine Arts Festival goes to scholarships as well as grants for students.


The Board acknowledged the time and effort given to the school district by the teachers retiring.


Director  Parker moved that the consent agenda be approved as amended.  Director Patton seconded and the motion passed unanimously.





Hear Public Requests not a part of the agenda


There were no public requests.











Student, Staff and Representative Reports - 10 minutes

Student and staff representatives will report.


Eleanor Buell, Student Representative reported on the senior projects and winter formal.


Toni Knox reported on fundraising efforts by middle school students, the success of the Winter Fine Arts Festival, Regional Science Bowl Competition for high school students, the high school Virtual Enterprise Class, the John Muir courtyard and bluegrass band. 






Ashland Schools Foundation Report


Susan Bacon reported on the Buy-in-for-Books program, the awarding of $250,000 to the school district from foundation fundraising, grants to classrooms, and the April 4 kick-off event for the annual fundraiser.







Project Management Update


Gary DeCock, Project Manager, gave an update on all of the school projects and responded to questions of the Board.







District Financial Report


Pam Lucas reported on the district financial reports as well as the bond investment report and bond expenditures.







Report on District Food Service Committee


Patty Sanders and members of the District Food Service Committee gave an update on the Walker Pilot Program formed over a year ago.   Goals of the committee included nutrition, participation, budget neutrality and customer satisfaction.  They further discussed their future plans.  Committee members responded to questions of the board.







Elementary Class Size Update


Superintendent Di Chiro gave an update on the current class sizes in the elementary schools. Enrollment as of February 1, 2008, is as follows for the schools:  Bellview – 297; Helman – 312; Walker – 348; John Muir – 95.  The district goal this year was to not increase elementary class sizes.  Average class size at Bellview is 23.75; Helman is 24;  Walker is 23.2; John Muir is K-5 is 24.  This has not changed too much since October. The Board will be holding a work session to discuss this issue on February 25.


Parents expressed concern on class sizes of second grade at Bellview; did not feel the class size should be determined by averaging K-5; need to address the pockets of higher class sizes that could experience those class sizes throughout their elementary years;


Director Massie would like to know how our district compares to our surrounding school districts and the state as a whole.  Superintendent Di Chiro will provide that meeting on the work session of February 25.








Emergency Snow Days


Superintendent Di Chiro reported that teachers brought this issue forward and asked the Board to reconsider its policy on how staff accounts for snow days.  Current policy states that 12 month employees are paid even if they do not come in to work.  But all other employees are required to make that time up.  Superintendent Di Chiro reported on what other districts in the valley do, and we are the anomaly.  She asked the Board to reconsider its policy in that if snow days only occur a day here or there perhaps staff would not need to make up those days.  Of course, staff would need to make up the days if the students make up the days. 


Board members expressed various opinions including having students make up days, taking more care when determining late starts, use a day during spring break as a flexible day to make up a snow day.


Superintendent Di Chiro will bring a sample board policy to the next regular session to address staff and snow days.







Superintendent Report


There was no report from the Superintendent.







Unfinished  Business






International Travel Board Policy Revision - Second Reading


New Board Policy IICAA, International and Out of State Travel, was presented for second reading. A minor amendment was made to the proposed board policy.  Director Alexander moved that the Board approve Board Policy IICAA for second reading as amended.  Director Patton seconded and the motion passed unanimously.







Board Policy Revisions - Second Reading


The following Board Policy Revisions were presented for second reading: AC, CBB, CBC, CCD, GBDA, GBEC, GBNAA-JFCFA, GBNA-JFCF, GCBDC-GDBDC, JB, JFCFA-GBNAA, JFCF-GBNA AND JHFE.  Amendments were made to some of the policies.    The Board pulled GBNAA and JFCFA/GBNAA for further consideration.  Director Patton moved that  board policies  AC, CBB, CBC, CCD, GBDA, GBEC, GBNA-JFCF, GCBDC-GDBDC, JB, JFCF-GBNA AND JHFE be approved for second reading as amended.  Director Alexander seconded and the motion passed unanimously.








New Business






School Board Consideration of the District's Draft Findings Supporting Exemption From Competitive Bidding for the Construction of the Bellview School Project


Prior to this meeting at 6:30 p.m., the Board heard public comments on the District's Draft Findings supporting exemption from the competitive bidding requirements pursuant to ORS 297C.335(2).  If approved, the exemption would permit a General Contractor solicited through a competitive “Request for Proposals” (RFP), alternative procurement process to construct the Bellview School Project.  We did not receive any public comments at that time. 


Director Massie moved that the Board accept the District’s Draft Findings and Support Exemption From Competitive Bidding for the Bellview School construction project as presented.  Director Alexander seconded and the motion passed unanimously.







Adopt Educational Service District Resolutions


ESD Superintendent Steve Boyarsky and Christine Norton-Cox reviewed the resolutions being recommended for approval for the 2008-09 school year.  Director Alexander moved that the Board approve the 2008-09 Educational Service District Resolutions as presented.  Director Massie seconded and the motion passed unanimously. 








Adopt Criteria for Evaluation of Superintendent


Chair Marr reported that the Board agreed at the September, 2006, meeting to continue using the 2006-07 criteria for the superintendent’s evaluation for this year.  The Board agreed that Chair Marr and Vice-Chair Alexander work with Superintendent Di Chiro to develop a timeline for the superintendent’s evaluation process for this year.








Photovoltaic Options


Directors Alexander and Massie presented their research on the options for photovoltaic panels throughout the school district, and responded to questions of the Board.    Following discussion, it was agreed that Board members will make reference calls and obtain more information on tax credit information.  This will be discussed again at the April meeting.







Board Report


Board members reported on the district newsletter, thanked the students for their acknowledgments of School Board members, Martin Luther King celebration,  Certified Contract Maintenance Committee meeting, Senior Projects, Willow Wind Dance Fundraiser, Bioneers Film Series, AHA, the Wellness Committee, AHS Site Council meeting, Board retreat, AHS Musical, bids for bond projects, Legislative Hot Line, 





Announcements and Appointments








The next regular session will be held on Monday, March 10, 2008, at 7:00 pm in the Ashland Council Chambers.






The Board will hold a Work Session on Monday, February 25, 2008, at 7:00 pm at the Bellview School to discuss elementary class size. 


The Board will hold an open house on the bond projects in early March.







There being no further business, the meeting adjourned at 9:50 p.m.





 Respectfully submitted by Jeanne Peterson, Administrative Assistant.


Download File
2-11-08 Regular Minutes.pdf


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