Minutes of Regular School Board Meeting The Board of Directors Ashland School District A Regular School Board Meeting of the Board of Directors of Ashland School District was held Monday, January 11, 2016, beginning at 7:00 PM in the Ashland Council Chambers, 1175 East Main Street, Ashland OR 97520. Jim Westrick ) Chair Eric Strong ) Board Members Eva Skuratowicz ) John Williams ) Deneice Covert Zeve ) Jay Hummel, Superintendent Diana McCluskey, Business Manager Patty Michiels, Director of Human Resources and Instruction Samuel Bogdanove, Director of Student Services Susan Bacon, Executive Director of Ashland Schools Foundation 1. Call to Order / Pledge of Allegiance / Roll Check / Vision and Mission Statement The meeting was called to order at 7:00 p.m. by Chair Westrick The Board led the Pledge of Allegiance All members were present for a full Board Director Zeve read the Vision and Mission Statement 2. Welcome Visitors and Acknowledgments Chair Westrick welcomed visitors and guests. 3. Student Highlights There were no student highlights presented at this time. 4. Ashland School District Staff Recognition There were no presentations for staff recognition at this time. 5. Adoption of Agenda (At this time Board members are provided the opportunity to amend the Regular Session agenda.) It was requested that the Board amend the agenda and remove agenda item 9. Unfinished Business, sub-item A. Policy Review and Revision JHCD Non- Prescription Medication and sub-item B. Policy Review and Revision JHCDA Prescription Medication pending further review. Director Skuratowicz moved that the Board adopt the January 11, 2016 Regular Session agenda as amended. Director Strong seconded the motion. There was no further discussion. The motion passed (5-0). Page 1 of 7
6. Consent Agenda (All items may be adopted by a single motion unless pulled for special consideration.) It was recommended that the Board approve the consent agenda as presented. Director Zeve moved that the Board approve the consent agenda as presented. Director Williams seconded the motion. There was no further discussion. The motion passed (5-0). Approval of Minutes Regular Session of December 16, 2015. Personnel Recommendations and Requests There were 13 employment recommendations/requests at this time. Ashland High School Charlie Hall Amanda Linnehan Nicole Lehman Ashland Middle School Sofia McKinney Brian Cape Sarah Lang Sarah Wilson Matthew Montamble (retired) Donna Marie (resigned) Walker Elementary Katherine Moeglein Ellisha Lehmkuhler Bellview Elementary Virginia Sagal (resigned) Maintenance and Facilities Linda Marron (retired) C. January Enrollment Report The Board reviewed the January 2016 Enrollment Report. 7. Hear Public Requests (The Ashland School District Board of Directors reserves this time for individuals to speak to the Board regarding topics not on the printed agenda.) There were no public requests to address the Board at this time. 8. Reports A. Ashland High School Student Representative Report Student representatives of Ashland High School, Mason Dow and Evan Peck, provided the student activities report. Page 2 of 7
Ashland High School winter sports are underway Wednesday, January 13 th, Martin Luther King Assembly Saturday, January 30 th, the Jack Frost Festival (3 rd annual fundraising event commemorating Jack Dorr) Ashland High School Speech and Debate Team successes B. Oregon School Employee Association Report Oregon School Employee Association member, James Johnson, provided the OSEA report. Current review and update of classified job descriptions is being performed (tentative schedule for completion June 2016) Collaborative bargaining training is scheduled for February Bargaining negotiations scheduled to begin in the spring C. Ashland Education Association Report Ashland Education Association member, Ryan Jackson, provided the AEA report. Walker Elementary and John Muir School will be marching to Southern Oregon University in commemoration of Martin Luther King. Ashland Education Association is preparing for bargaining Planning for membership notification regarding contract changes made to personal leave Discussion of District initiative in preparing for exclusions of nonimmunized students during an outbreak if one should occur Concerns for the PowerSchool app D. Metrics Calendar for January (per Board request) There were no Board requests to review metrics or supporting data at this time. E. Business Report Business Manager, Diana McCluskey, reported on business items of interest. Financial Report A year to date revenue and expense summary was provided Established actual ending fund balance for December was $11,426,775.00 Reviewed adjusted salary/benefits expenditures based on prior year trends Explanation for increase in rental revenue due to increase of facility use by Southern Oregon University Items included in Board discussion regarding business and finance: Percentage calculations for the adjustments and difference in salary and benefit trends Contingency budgeting Projected year end fund balance PERS Page 3 of 7
F. Superintendent Report The Superintendent reported on items of interest. At this time the Superintendent recognized the Board for their volunteer service and read the proclamation from Governor, Kate Brown, designating January 2016 as School Board Recognition Month. Superintendent Hummel presented each Director certificates of service. Director Strong 2 years Director Zeve 3 years Chair Westrick 4 years Director Williams 4 years Director Skuratowicz 7 years 1) Ashland High School Turf Update Superintendent Hummel and Ashland Schools Foundation Executive Director, Susan Bacon, provided an update regarding the Ashland High School turf field project. Two vendors have been identified for installing the turf project (both pre-approved by the state and eliminating the bidding process) 1) Hellas Turf Contractors 2) Turf Field Construction and Installation Both companies provided a presentation to the District turf team members Fundraising efforts continue in order to build a multi-use field (currently over $100,000.00 still needed to construct a 65 yard field) Verification of Board s commitment to a 65 yard wide field Provided information on choices for organic fills, costs, and timeline for final decision Proposal requesting Board consideration for covering the $100,000.00 contingency fund or a portion of that amount Director Williams supports alternatives for fundraising efforts that will provide an organic fill turf. Director Strong clarified his priority is to receive actuals for bid amounts, specific fundraising goals, and verification of all funds received, not just pledged, prior to committing additional funds. Chair Westrick requested the amount of funds the District has currently provided. Superintendent Hummel confirmed between $90,000.00 and $100,000.00. The field lights are estimated at $300,000.00 and are separate from the fundraising efforts. Page 4 of 7
Chair Westrick also requested that data be provided by the engineer and construction companies on the number of projects they have exceeded budgeted costs. He also expressed his reluctance to commit another $100,000.000 to the turf project when we currently have many capital projects needing to be addressed. By committing financial resources to the turf field his concern is for which capital projects would not be funded. 2) 2016-2017 School Calendar Review of process for determining a school calendar for 2016-2017 is underway Technology Supervisor, Steve Mitzel, will verify Board priorities and establish the process for building the calendar during the Special/Work Session on January 25 th 3) 2015-2016 Assurances Report to the Community (Division 22) Superintendent Hummel reviewed the requirements for publicly reporting District compliance status for meeting Division 22 Standards. For 2015-2016 there are 55 assurances requiring review. The Superintendent reported on the following: Compliance met in 54 of the 55 required standards One non-compliant standard 0606 District Improvement Plan The purpose of the Improvement Plan is to provide school districts with a tool to gather and analyze data, implement effective instructional practices, and develop necessary intervention plans for students not meeting or exceeding standards. Superintendent Hummel reported our school sites individually have an improvement plan but the District wide plan is outdated and will be modified by June of this year. NOTE: Division 22, 2015-2016 Assurances Report is attached as part of the official minutes. 9. Unfinished Business A. Policy Review and Revision JHCD (third reading) Per Board action in agenda item 5. Adoption of Agenda, this policy is pending further review and was removed from the agenda. B. Policy Review and Revision JHCDA (third reading) Per Board action in agenda item 5. Adoption of Agenda, this policy is pending further review and was removed from the agenda. Page 5 of 7
10. New Business A. January Annual OSBA Recommended Policy Review Chair Westrick reminded the Directors of the OSBA annual policy recommendations for January to review, revise, and re-adopt as necessary, Board policies, Section E - Support Services. There were no recommendations at this time. NOTE: At this time Director Williams suggested to the members that at some point they may want to review policy IKB Homework. B. Approve 2016-2017 Budget Calendar Chair Westrick presented the Budget Calendar for Board review. Director Williams moved that the Board approve the 2016-2017 Budget Calendar as presented. Director Skuratowicz seconded the motion. There was no further discussion. The motion passed (5-0). 11. Board Reports Board members reported on recent activities. Director Strong Various District meetings Winter Fair Director Williams Multiple Winter Events and Concerts Helman PTA meeting Acknowledged the AMS Wind Ensemble being honored by the Oregon Music Educators Conference Chair Westrick State of the City of Ashland Event Director Skuratowicz John Muir Parent meeting Teacher Leadership Committee Director Zeve State of the City of Ashland Event Various sporting events 12. Announcements and Appointments Chair Westrick read the following announcements: A Budget Committee meeting will be held Monday, January 19, 2016 at 7:00 p.m. in the Ashland School District Office. A Special / Work Session will be held Monday, January 25, 2016 at 6:00 p.m. in the Ashland School District Office. Page 6 of 7
C. The next Regular Board Session will be held on Monday, February 8, 2016, at 7:00 p.m. in the Ashland Council Chambers. 13. Adjourn There being no further business to discuss, the meeting was adjourned at 8:21 p.m. Respectfully submitted by: Katherine Sisk, Executive Assistant Dated for Board Approval: 2/8/2016 Board Chair, Jim Westrick Superintendent, Jay Hummel Page 7 of 7