The regular school board meeting of the Board of Directors of Lane County School District #40, Creswell, Oregon, was held Wednesday, March 10, 2004 beginning at 7:00 p.m. in the Creswell School District Office Board Room, 998 West A Street, Creswell, Oregon, 97426, with Chair Ehrich presiding.



                                                                Gary Clark      

                                                                Connie Dersham

                                                                Anne Freske

                                                                Lonn Robertson

                                                                John Sells

                                                                Kathy Thompson





ALSO PRESENT: Dr. Rick Stuber, Superintendent

                                Dave Standridge, Interim Business Manager

                                Ellen Adler, Director of Special Education

                                Joel Higdon, Technology Director

                                Jacque Robertson, Creslane Elementary Principal

                                Jan Ophus, CHS Principal

                                                                Marilyn Cruzan, Administrative Secretary

                                                                Taylor Madden, The Chronicle

                                Anne Thomas, The Sentinel



                01.                Action, establish a quorum

Chair Ehrich announced that a quorum of the board was present.


02.                   Pledge of Allegiance



03.                   Visitors: 

Mr. Ehrich announced that if an audience member would like to speak to the board on an agenda item this evening there are forms to fill out by the door.



04.                 Action, approve agenda/add items

Mr. Ehrich announced amendments to the agenda. The executive session will move to item 22 at the end of the agenda.   The superintendent’s evaluation will be discussed in the executive session.  Items 19 and 21 will become items 12a and 12b.  Two presentations will be added to item 7, Supervisors Reports.  Mr. Ehrich moved to approve the agenda as amended.  Dr. Robertson seconded and THE MOTION CARRIED UNANIMOUSLY.



Page 2 – Regular Board Meeting Minutes –3-10-04



05.                 Action, approve the February 11,  2004 regular board meeting minutes.

Mr. Ehrich noted that at the February 11 meeting the board publicly discussed the superintendent evaluation instrument as well as the board evaluation.  Dr. Robertson moved to approve the minutes of the February 11, 2004 board meeting.  Mr. Clark seconded and THE MOTION CARRIED UNANIMOUSLY.


06.               Information, Trustees Reports

Mrs. Thea Lee, Creslane teacher, has been selected for inclusion in the Who’s Who of America’s Teachers for 2004. 


07.             Information, Supervisors Reports

Kim Kuhnhausen, CMS teacher introduced students Rudy Grossnicklaus,  Tiffany Letsom, Josh Coon and Aaron Berg.  The students read the book Maroo of the Winter Caves.  Their assignment was to read and discuss the book with Mrs. Kuhnhausen and create something that has to do with the book that is original.  The students gave their presentations to the board.


Kim Jordan, Creswell Middle School staff member, reported on the social service programs she works on within the Creswell Middle School including Homeless Liaison and Tobacco Prevention, which has been discontinued at the state level.  Also, Karen Likens, Alcohol Abuse Counselor from Lane ESD, reported on the Safe Schools project and Reconnecting Youth at the high school.


08.            Student Representative Report

The student representative was not present.


09.            Information, Business Manager Report.

Mr. Standridge stated that with another month of data the projected totals have changed on this month’s report.   The revenue increase is based on the latest estimates from ODE, which are more than the previous estimate.


Mr. Clark referred to the athletic fund and asked if the high school assistant coaches had been paid.  Mrs. Thompson reported that all assistants will receive one-half of the contract amounts.  When the remainder of the funds have been raised the assistant coaches will receive their full contract amount.


10.                Information, Superintendent Report.

A. Bond Oversight Committee

Dr. Stuber reported that the Bond Oversight Committee met last week and a report has been submitted to the board.  The committee went over the figures in Fund 402 Construction Fund and Fund 248 the Facility Grant Fund.  The committee discussed what the money

could be used for.  Dr. Stuber asked the committee to tour the buildings to see what the existing conditions are.  The committee will meet again in a week or so. 


Page 3 – Regular Board Meeting Minutes – 3-10-04


B.                  Management Review Update

Dr. Stuber reported that he asked Mr. Standridge and Mrs. Heiligman to review the business manager applications and make recommendations for interviews.  He also has met with Mr. Standridge to clarify what areas of her report have been cleared up and where we are deficient in terms of meeting some of her recommendations.  One recommendation was to have the district fill the Business Manager position.  Dr. Stuber advised that four applicants were selected for interview.  Those interviews took place on March 4 and March 5. Dr. Stuber is recommending that the board hire Mr. Patrick Bentley as Business Manager as indicated in the personnel report.   He introduced Mr. Bentley to the board. 


C.                  District Office @ 2nd Street

Dr. Stuber contacted Mr. Larry Heater, a real estate agent in Creswell.  Mr. Heater reported that the former district office building is recorded by the title office as last having transactions in 1987 and 1991 and they still list the Assembly of God church as the owner.  After researching district board minutes it was discovered that in 1981 the district purchased the property.  Mr. Heater did do some comparative research in terms of buildings of similar size, design and use.  Dr. Stuber was given estimated values of $100,000 to $150,000.  Given the condition of the building Mr. Heater estimated that $130,000 would be the upper limit.  Dr. Stuber will pursue the title search.


D.                  2004-2005 Budget

Dr. Stuber distributed copies of the spreadsheet Mr. Standridge prepared in January giving projections on whether Measure passed or failed. That forecast indicated that even if Measure 30 failed there was cash available to the district so that for the coming budget year we could feasibly budget what we have now in terms of staffing.  However, in the forecast for 2005-2006 the district would be approximately $1.5 million short.  That is assuming other revenues remain flat, all salaries and benefits increase by a total of 5% and other expenses remain flat.  The administration would like to keep staffing levels for next year the same as this year.  Dr. Stuber stated that today’s general fund finance report shows an ending fund projection of $1.46 million which is about $300,000 higher than was projected in January.  This decreases the overall deficit for 2005-2006 to $1.2 million, presuming these assumptions hold true.  Today the administrators discussed the budget based on the numbers discussed with Mr. Standridge at last month’s administrator meeting.  Part of the cash carryover for next year is the reflection of PERS being over budgeted this year and not being

expended this year.  The administrators are considering that money as being available for next year’s budget.  Dr. Stuber said he has also heard discussion that the PERS money should be set aside.  If that money is set aside that will mean a decrease in staff and/or

Page 4 – Regular Board Meeting Minutes – 3-10-04


other modifications.  Dr. Stuber asked the board if that is money the district can look at in terms of budgeting for next year.  If that is not the case, then perhaps the budget board should meet with Mr. Standridge and Mr. Bentley and discuss what budget numbers the district can look at for next year.


Dr. Robertson moved that the administration be directed to use the January 22, 2004 figure of $1.154 to begin their budgets for 2004-2005.  Mr. Ehrich seconded.


Dr. Robertson said he didn’t recall going to the budget board at this stage in the budget process and asked for clarification.  Dr. Stuber said that a number of districts are holding budget meetings at this time.  It is better to find out what the budget projections are now rather than in May in terms of staffing.  Mrs. Dersham stated that she supported giving the issue to the budget board for consideration


Mrs. Thompson agreed with Mrs. Dersham that the budget committee should be involved in the beginning.  Mr. Ehrich thought the board should initially decide what strategy to follow and then ask the budget board to allocate that number.


Dr. Robertson suggested presenting the issues to the budget board before the end of March and then give feedback to the board.


The motion to utilize the January 22  projections for the 2004-2005 budget FAILED UNANIMOUSLY.


Gary Clark moved to convene the budget board as soon as possible. Mrs. Freseke seconded.   Mrs. Freske suggested that Mr. Bentley and Mr. Standridge attend the budget meeting and make a presentation showing the projections on revenues and expenditures. Mr. Ehrich amended the motion to have the budget board consider the most up- to-date information we have financially and come up with a recommended strategy for dealing with the deficit we see.   Mr. Clark seconded.  The amendment to the motion CARRIED UNANIMOUSLY


The motion to call a budget board meeting as soon as possible CARRIED UNANIMOUSLY.


The budget board meeting will be on Thursday, March 18 at 7 P.M. in the district office boardroom.





11.               None


Page 5 – Regular Board Meeting Minutes – 3-10-04



                NEW BUSINESS


12.               Discussion, Negotiations in Executive Session as per ORS 192.660 (1) (d

Moved to item 22 on the agenda.


13.               Action,  Personnel Report

Dr. Robertson moved to approve the personnel report.  Mr. Sells seconded and THE MOTION CARRIED UNANIMOUSLY.


14.               Discussion, November 2004 voted levy.

Mr. Ehrich suggested developing a strategy for putting a levy on the November ballot.  Mr. Clark suggested that the Finance Committee and the Budget Board discuss it at their March 18 meetings.   Mrs. Freske will notify Mrs. Meyers, the Finance Committee chair regarding the finance meeting agenda. 


15.               Action, post Pediculosis Policy JCCF and JCCF-AR

Mr. Sells moved to post policy JCCF and JCCF-AR.   Mr. Ehrich seconded and THE MOTION CARRIED UNANIMOUSLY.


16.               Discussion, board Evaluation/Supt. Evaluation.

Moved to Item 23 on the agenda. 


17.               Action, Licensed Staff contract renewals

Mr. Clark moved to approve the contract renewal resolution as presented.  Mr. Sells seconded.  Dr. Robertson requested a reading of the resolution. Dr. Stuber read the resolution as follows: this is a resolution to extend teacher/administrator contracts.  Be it resolved that pursuant to ORS 342.513 the Board of Directors of Lane County School District No. 40, Creswell, Oregon, hereby extend all contract teachers for a new two-year term.  Further be it resolved that probationary teachers be extended one year and further resolved that administrators’ contracts be extended one year. Dr. Robertson declared a conflict of interest and stated that he would abstain from voting. 










18.               Action, select graduation diploma presenters

Mr. Clark and Dr. Robertson were selected to present diplomas at the high school graduation. Mr. Ehrich and Mr. Sells will present diplomas at the middle school ceremony.



Page 6 – Regular Board Meeting Minutes – 3-10-04



19.               Information, Library District from Kate O’Connell

Carol Campbell and Bill McCoy addressed the board regarding the proposed library district.  They distributed a copy of the library proposal to the board. 


20.               Information, Creslane Bike/Pedestrian Path Grant

Mr. Ehrich stated that he will advocate to use some of our bond money to develop a plan to redo the Creslane parking lot entrance.  He will present a recommendation for action at the April board meeting.  Dr. Robertson suggested making the recommendation to the Bond Oversight Committee.  Mr. Ehrich said he will submit hid recommendation to that committee rather than bring it to the board.


                21.                Action, request by parent Tammy Newell to release son to 4J Schools

Mr. and Mrs. Newell addressed the board regarding their request.  Dr. Robertson moved to deny the request to release their son to the Eugene School District.  Mrs. Dersham seconded and THE MOTION CARRIED UNANIMOUSLY.


                Board requests for April


Mr. Ehrich announced that in accordance with ORS 192.660 (1) (d) and 192.660 (1) (i) the board would convene an executive session to discuss negotiations and the superintendent evaluation.  He invited the media to attend but to not disclose or publish any information discussed during the executive session.


The board convened the executive session (As Per ORS 192.660 (1) (d) negotiations and Per ORS 192.660 (1) (i) superintendent evaluation at 8:58 P.M.


The board reconvened the regular board meeting at 10:25 P.M.  The board announced that is was satisfied with the superintendent’s performance for the year.


Mr. Ehrich recommended a board work session be held on April 7 at 6:30 P.M. in the boardroom to work on goals for the superintendent and the board and to review the board’s self-evaluation.



                ADJOURNMENT:     The board meeting adjourned at 10:28 P.M.




                Dr. Rick Stuber,  Superintendent



                Don Ehrich, Chair