Monday, July 14, 2008

Ashland School District No. 5, Jackson County, Oregon - The Board of Directors met in regular session July 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                 )


Michelle Zundel, Director of Education

Pamela Lucas, Business Manager

Jeanne Peterson, Administrative Assistant

Media Representative




Call to Order


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





Pledge of Allegiance





Roll Check


All board members were present.





Welcome Visitors and Acknowledgments





Director Marr welcomed visitors.




Vision and Mission Statement


Board members stated the vision and mission statements.





Organization of the Board for the 2008-09 School Year






Election of Chair


Director Alexander moved to nominate Mat Marr as Chair.  Director Parker seconded and the motion passed unanimously by roll call vote.






Election of Vice Chair


Director Alexander moved to nominate Heidi Parker for vice chair.  Director Massie seconded and the motion passed unanimously by roll call vote.






Review Adjunct Responsibilities of Board Members


Chair Marr asked board members to review the list of adjunct responsibilities, and appointments will be made at the August regular session.  It was agreed that the Board Liaison to Plan for Joint Meeting with Parks Commission & City Council be removed from the list and brought back if needed.





Consent Agenda






The minutes of the regular session of June 2; work session of June 3; Capital Projects Advisory Committee meeting of June 9; and work session, budget hearing, and special session of June 16, 2008, were recommended for approval.












Employment Recommendations


Dinah Baney was recommended as a temporary full-time Math Teacher at Ashland High School replacing Royce Miller who resigned.


Courtney Carver was recommended as a probationary full-time Intermediate Teacher at Walker Elementary replacing Diane DeMerritt who retired.


Stephanie Henner was recommended as a probationary .80 Kindergarten Teacher at Walker Elementary.  Ms. Henner filled this position as a temporary contract this past year.


Kathleen O’Shea was recommended as a temporary full-time First Grade Teacher at Walker Elementary replacing Elisa Stevenson who is on leave of absence.





Contract Extension for Business Manager


It was recommended that the contract for Pam Lucas be extended through July 31, 2008. 






Retirement Request


Pam Lucas submitted a letter of intent to retire effective August 1, 2008.  It was recommended that her request be granted as presented.






Appoint Clerk


It was recommended that Juli Di Chiro, Superintendent, be appointed Clerk for the 2008-09 School Year.






Appoint Budget Officer


It was recommended that the Business Manager be appointed Budget Officer for the 2008-09 School Year.






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.






Select Official Banks


The district proposed using Bank of America, D.A. Davidson & Company - First Interstate Bank, Peoples Bank of Commerce, Premier West Bank, Sterling Savings Bank, Umpqua Bank, U S Bank, Washington Mutual Bank, Wells Fargo, and the Local Government Investment Pool as the official banks for the 2008-09 school year.






Establish Time and Place of Official Meetings


It was recommended that official regular school board meetings be held at 7:00 p.m. in the Ashland Council Chambers on the second Monday of each month. The Board will reserve the fourth Monday of each month for a board work session as needed.






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.






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 willbegin in August. It was recommended that the Board continue to have a representative from the student, certified, and classified groups.






Designate Superintendent as District Representative to Submit all Federal Grant Applications and Receive Federal Grant Funds for the 2008-09 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 2008-09 school year.






Pinehurst Agreement


The proposed 2008-09 Pinehurst Agreement was recommended for board approval.  The rate per mile increased from $3.50 to $4.00. 






Director Patton corrected Courtney Carver’s employment recommendation to indicate that she has applied for Oregon licensure. 


Director Alexander announced that the consent agenda includes a letter of retirement from Pam Lucas.  The Board expressed appreciation to Ms. Lucas for her work as business manager for the past three years. 


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






Hear Public Requests not a part of the agenda


There were no public requests.











Curriculum Report


Michelle reported on curriculum activities completed this past school year.  She reported on Spanish, Mathematics,  Middle School English Language Arts, K-9 Health Curriculum, Physical Education, and the curriculum goals for the 2008-09 school year.


Director Parker urged the district to include anti-bullying in the high school health curriculum.  Director Patton asked the district to inform parents of elementary children that the health curriculum is available for their review.






Annual Review of District Alternative Programs


This item was tabled until the August meeting when Ken Kigel could attend. 






Project Management Update


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






District Financial Report


Pam Lucas reported that the District Financial Report for June will not be available until the audit is completed.  She gave a bond investment report announcing that the interest earnings total $2,322,843 as of June.






Farm to School Program


Pam Lucas reported on the Farm to School meeting that was held on June 24 and outlined the potential benefits and insurance risks in developing this partnership.  Mary Shaw of the Food Co-op, Jeff Ashmun and Lydia Tolley joined the discussion.


Pam Lucas thanked the Food Co-op for their generous donation to the school which funded an industrial blender and submersible mixer for Walker School.


Pam Lucas explained that farmers need organic certification as well as Good Agricultural Practices (GAP) certification to partnership with schools.  Without the GAP certification, the liability to the schools is increased.


Director Alexander asked if we could start a partnership with a few farms that have the necessary certification.  Lydia Tolley felt there might be a few farmers willing to participate.


The Board asked Pam Lucas to look further at the insurance requirements to see if anything could be done to resolve the risks.   Director Massie suggested that the Department of Agriculture be asked to provide seed money to start a partnership and develop a program the farmers can manage.


Pam Lucas explained that the Department of Agriculture would be willing to hire a .50 program manager in Ashland to start the program and document procedures and costs.






Director Alexander moved that the board support a pilot farm to school program in the Ashland Schools and that we request that the Department of Agriculture position as outlined in minutes from the June 24th meeting be filled as soon as possible to assist in exploring logistics to make the farm to school program successful.  Director Parker seconded and the motion passed unanimously.


The Board recessed at  8:34 p.m. and reconvened at 8:41 p.m.





Unfinished  Business


There was no unfinished business.





New Business






Approve Guaranteed Maximum Price for AHS Construction Project


Chair Marr explained that earlier today the Board met and reviewed the scope of the Ashland High School Construction Project.  Several CPAC members were present to discuss concerns they had about the project.  Those questions were addressed and well discussed.  A Work Session will be held July 28 to further discuss priorities for construction and other stand alone projects that need to be prioritized. 


Director Patton emphasized that the reductions were made with the goal of maintaining quality and retaining the original project.    She explained some of the concerns of CPAC members – A scene shop is budgeted, but it is unresolved at this time where it will be.  Covered walkways

are not yet included in this project.  There are some contingency funds, and the district will have to make some decisions. 


Director Massie moved that the board approve Amendment 1 to the contract with Adroit Construction for the AHS construction project as presented.  Director Alexander seconded and the motion passed unanimously by roll call vote. 








Approve Changes in Student Handbooks


Michelle Zundel reviewed changes to the elementary and Willow Wind Student Handbooks.  Board members made the following suggestions.  (1) Clarify if the volunteer registration forms are available at the schools as well as the district office.  (2)  Under the emergency school closure paragraph, refer parents to the website.  (3) Emphasize that school could be extended at the end of the year.  (4) In Health Curriculum paragraph, indicate the materials are available for review by parents.  (5)  Indicate where Bellview PTA meetings will be held.  Refer parents to where further information can be found.  (6)  Bellview should mention that children will be in the proximity of teen drivers.


Michelle Zundel will confirm that the hourly requirements indicated in the Willow Wind handbook are accurate.


Director Marr moved that the Board approve the student handbook changes as amended.  Director Massie seconded and the motion passed unanimously.






Approval of Strategic Plan Action Plans


Michelle Zundel referred to strategies 2.4 and 2.5 which were omitted from the packet.  Director Marr referred to the optional language for communication strategies presented by Director Patton.


Following discussion, the Board agreed to approve the strategic plan now and update it when the communication plan is presented in August.


Director Patton moved that the Board approve the strategic action plan as amended under 3.5. Director Parker seconded and the motion passed unanimously by roll call vote.






Resolution #2008-12 to Support Restoration of Simple Majority Voting Requirement


The following resolution was presented for the Board’s consideration.

                          Resolution #2008-12


WHEREAS, the 2007 Oregon Legislature adopted HJR 15, which refers a constitutional amendment proposal to Oregon voters at the November 4, 2008 General Election that would modify a portion of the double-majority requirement, restoring simple majority voting; and


WHEREAS, under the so-called ‘double-majority’ requirement, to get voter approval of a finance measure, 50 percent of all registered voters must vote, along with “50 percent plus one vote”, with the exception of General Elections in even-numbered years; and


WHEREAS, this requirement places more election power in the hands of citizens who do not vote, rather than those who have decided to exercise this right; and


WHEREAS, the so-called ‘double-majority’ requirement has resulted in many jurisdictions crowding the even-numbered General Election ballots with many competing taxing interests; and


WHEREAS, the so-called ‘double majority’ requirement has resulted in the failure of several finance measures, despite the measures receiving a majority “yes” vote; and


WHEREAS, the 2007 Legislature created a very workable compromise, restoring the simple majority voting requirement for local bond and levy measures on all November and May ballots;


NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Ashland School District support the Oregon Legislature’s passage of HJR 15 to restore the simple majority voting requirement to all May and November elections.


Director Massie moved to approve Resolution #2008-12 as presented.  Director Alexander seconded and the motion passed unanimously by roll call vote.







Resolution #2008-13 Regarding Appreciation for the Youth Activity Levy


The following resolution was presented for the Board’s consideration.




Whereas in 1994, the Ashland School District’s General Fund budget was severely impacted by Measure 5 cuts to K-12 education and


Whereas our community’s traditional high-quality public school education was at risk of following other Oregon schools in eliminating after-school sports and activities or using the pay-to-play system and


Whereas the Mayor, City Administrator, the Ashland Parks and Recreation Commission and the City Council of the City of Ashland recognized that a strong, healthy K-12 public school system was a necessary component in a strong, healthy community and


Whereas the leadership of the City and Parks Department appreciated the desire of the citizens of Ashland to support their local schools with local tax dollars and


Whereas Ashland’s Youth Activities Levy was the most creative and copied solution for supplementing inadequate state funding with local dollars and


Whereas the City and Parks has four times placed the Youth Activities Levy on the ballot for approval by the voters of Ashland and


Whereas over 4500 students’ lives have been positively impacted though fourteen years of Youth Activities Levy programs,


Be it therefore resolved, that the Ashland School Board recognizes and thanks the leadership of the Mayors of Ashland, the City of Ashland’s Parks and Recreation Commissions and the Ashland City Councils for their visionary thinking in creating the Youth Activities Levy, for their understanding of the importance to our community






of a strong K-12 public school system and, perhaps most importantly, for their tremendous ongoing support that allowed the YAL funds to have profound impact on a generation of Ashland youth.


Director Patton moved that the Board approve Resolution #2008-13 as presented.  Director Parker seconded and the motion passed unanimously.



Board Report


Board members reported on the busy school year just past, athletic events, individual summer vacations, and the Aquatic Foundation of Southern Oregon’s rubber duck race fundraiser. 





Announcements and Appointments - 5 minutes






The Board will hold a Work Session on Monday, July 28, 2008, at 7:00 p.m. in the District Board Room to discuss bond oversight during construction and preliminary discussions on the status of funds we have for proficiencies or interests. 






A Capital Projects Advisory Committee Meeting will be held on Monday, August 4, 2008, at 7:00 p.m. in the District Board Room.






The next regular session will be held on Monday, August 11, 2008, at 7:00 p.m. at the Ashland Council Chambers.






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







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




Respectfully submitted by Jeanne Peterson, Administrative Assistant.

Download File
7-14-08 Regular Board Minutes.pdf


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