REGULAR SCHOOL BOARD MEETING MINUTES

 

The regular school board meeting of the Board of Directors of Lane County School District #40, Creswell, Oregon, was held Wednesday, December 11, 2002 beginning at 7:00 p.m. at the Creswell High School Library, 33390 Nieblock Lane, Creswell, Oregon, 97426, with Chair Dersham presiding.

 

BOARD MEMBERS PRESENT IN ADDITION TO CHAIR DERSHAM:

                                                            Vicky Curry

                                                            Don Ehrich

                                                            Anne Freske

                                                            Jim Honer

                                                            Lonn Robertson

                                                            Kathy Thompson

                                            

BOARD MEMBERS NOT PRESENT:

                                                           

 

 

ALSO PRESENT: Dr. Rick Stuber, Superintendent

                              Judy Hillman, Business Manager

                              Ellen Adler, Director of Special Education

                              Joel Higdon, Technology Director

                              Jacque Robertson, Creslane Principal

                              Shirley Burrus, CMS Interim Principal

                              Bob George, CHS Principal

                                                            Karen Narmore, CHS Vice-Principal

                                                            Marilyn Cruzan, Administrative Secretary

                                                            Wendy Locke, The Chronicle

 

ROLL CALL

               01.               Action, establish a quorum

Chair Dersham announced there was a quorum.  

                             

02.                  Pledge of Allegiance

 

RECOGNITION OF VISITORS

03.                  Visitors: 

 

APPROVE AGENDA

04.            Action, approve agenda/add items

Mrs. Freske moved to approve the agenda.  Mr. Honer seconded.   Mrs. Dersham announced additions to the agenda.  Item 10 will be a presentation by Sandra Scaife, OSEA President.  Policy IKF-AR, Graduation Requirements, posting will added to item 20 and the PERS Resolution added as item 21.

 

Dr. Curry stated that she thought there was going to be an update on the Strategic Planning Sub-Committees on the agenda.  Mrs. Dersham said items from those committees were included in the board packet.

 

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THE MOTION TO APPROVE THE AGENDA AS AMENDED CARRIED UNANIMOUSLY.

 

 

MINUTES OF PREVIOUS MEETING

05.            Action, approve the November 13, 2002 Regular Board Meeting Minutes          and December 4, 2002 Board Work Session Minutes

Mrs. Freske moved to approve the November 13, 2002 Regular Board Meeting Minutes.  Mrs. Thompson seconded and THE MOTION CARRIED UNANIMOUSLY. 

 

Mrs. Freske moved to approve the December 4, 2002 Board Work Session Minutes.  Mrs. Thompson seconded and THE MOTION CARRIED UNANIMOUSLY.

 

               REPORTS

06.            Information, Trustees Reports

A.               Heery Construction Report

There was no report.

 

B.               OSBA Convention Reports

Mrs. Dersham reported on a speaker who made a presentation on the things that have been added to our school system since 1900 in addition to the basics.   The list of requirements on a document included in the board packet was impressive.  The K-12 report that the board received was very informative.  Mrs. Freske said items from the K-12 report will be put on the Finance Committee agenda for them to review.  She also attended a session on home schooling put on by Kent Hunsaker.  Mr. Ehrich attended a session on putting performance objectives into the collective bargaining agreements.  Mrs. Thompson reported that she attended an Alternative Education Program workshop that was interesting but opposite of what we are looking at.  She also attended a No Child Left Behind workshop.  Dr. Robertson stated that he also attended the No Child Left Behind workshop.  He thought it would be helpful to have a calendar of deadlines.  Mr. Ehrich also attended an interesting session on on-line board meetings.  

 

C.               Creslane Traffic/City Planning – Mr. Ehrich

Mr. Ehrich reported that he has been elected the chair of the Creswell Bike and Ped Committee.  That committee, after review of the city transportation system plan, selected a project to be packaged for a grant proposal early next year that would add curbs, sidewalks and bike lanes

potentially to “A”  Street from 10th to 4th and from 4th down to Main.  The city manager will formulate the application for the grant. On the issue of access to Creslane on A Street, the committee has put it back to the district to make long term recommendations before the city will take further action.  Mr. Ehrich will be meeting with Ms. Robertson and Mr.

 

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Burrus to discuss improvements to the traffic situation at Creslane.  Mr. Ehrich will report back to the board at the January meeting.

 

D.               Update on Alternative Ed. Policy – Dr. Robertson

Dr. Robertson reported that the policy committee is trying to meet twice a month.  Policies IGBHA, IGBHB, IGBHC and accompanying AR’s are all integral pieces of  an alternative education policy.  The policy committee should be able to get these policies to the board for posting in February.  In IGBHB-AR, on the second page, it states that the superintendent will establish an evaluation committee.  The policy committee requested feedback from the board as to the makeup of the evaluation committee.  Because of state mandates, ODE has made changes that requires other educational options  be provided for students who would do better in an alternative environment.  The policy committee would like the board to review the proposals for educational options in the district and provide feedback to them.

 

Dr. Curry stated that the committee took policies from a number of different districts and personalized them for Creswell School District.  She said that Policy IGBHA is the closest to completion. IGBHB is at the same stage.  IGBHC is fairly set also.  IGBHB-AR, deals with the establishment of educational options, particularly how the proposals will be evaluated after they are submitted.  The committee has more work to do on that policy.

 

07.            Information, Supervisors Reports

A.   Recognition of Bryan Straw’s Eagle Scout Project

Bryan Straw was not present.  Mr. George will present him with a certificate of appreciation.

B.               Creslane Elementary Writing Demonstration

Creslane students Samantha Little, Katherine Leatherman, Devan Arbogast,Kelsey Hanson, Kendall Leatherman, Sydney Plaza, Kathryn Magathan, Alexis Stoddard, Sierra Hass, Tyler Steinke, Alexandra Lahmann and McKenzie Schambers read stories and letters to their writing buddies to the board.

 

Mrs. Dersham asked for an update on the high school alternative education program.  Mr. George stated that a three year grant has been received.  There will be $78,000 for the first year. They will know after a December 18 meeting how they will be able to spend the money. 

 

Mr. Higdon reported that the Pentamation situation has improved.  Users are meeting monthly to discuss problems.  Mr. Ehrich asked about security camera installation.  Mr. Higdon stated that he, Mr. Lydum , Mr. Strout, the principals and the installer will tour buildings next week to see where the best locations will be to install the cameras.

 

 

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08.            Student Representative Report

Collin Lyons reported that he and Zack Robertson are working on revising the Student Council Constitution. 

 

09.            Information, Business Manager Report

Mrs. Hillman reported that the December shortfall would result in a reduction of $70.00 per student on ADMW (average daily membership weighted).  This would be close to $97,000 because of the weighted students. This cut is not yet official.  The state has not decided how the cut will be distributed among the districts.  The cut  would come out of the May payment.  If Measure 28 fails, that cut will be taken out of the May payment also.  Potentially the district would have to cut a total of approximately $300,000 from the current year budget before the end of the year.   

Mrs. Hillman said there are a number of ways to deal with that reduction, but with part of the money delayed to July the district will have to look at cuts.  The district is already being conservative on expenditures but in order to make these kinds of cuts staff and programs will be affected. 

                             

               10.    Sandy Scaife, Creswell OSEA President, and Diana Shumate, OSEA Vice                                            President, presented each board member with an appreciation gift from the                                     classified employees union.

 

               UNFINISHED BUSINESS

11.                 Action, retiree’s insurance reconsideration.

Mr. Ehrich moved to affirm the Negotiation Committee recommendation.  Mrs. Freske seconded.  Mr. Honer asked for clarification.  Mrs. Hillman stated that the out of pocket cost for the lower cost premium is about $78.00 and $147.00 for the high cost premium.  Dr. Curry asked who from this board was present at the bargaining table in July 2001 when the contract was negotiated.  Mrs. Dersham said she was there and it was never the intent to give the retirees any more than regular employees were given.  Mrs. Freske also participated in the negotiations for the 2001-2004 bargaining agreement and agreed with Mrs. Dersham’s statement. Dr. Curry stated  that it is evident to her from the letters received  and  testimony given that the intent was not clear to the teachers and that as long as there is a question about the intent and legal status it may be to the district’s benefit to maintain trust and adhere to the agreement the teachers thought they had.

 

THE MOTION CARRIED AS FOLLOWS:

DR. CURRY – NO

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE - YES

MR. HONER – NO

DR. ROBERTSON – YES

MRS. THOMPSON – YES

 

 

 

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               12.

 

 

NEW BUSINESS

13.             Action, Personnel Report

Mrs. Freske moved to approve the personnel report.  Mr. Ehrich seconded and THE MOTION CARRIED UNANIMOUSLY.

 

14.             Action, auditor’s report

Mrs. Hillman stated that the audit report would be presented to the board at the January meeting.

 

15.             Discussion, Superintendent’s evaluation

Mrs. Dersham suggested that it might be more helpful to Dr. Stuber and clarifying for the board if the evaluation was put in a narrative form and actually discussed strengths and weaknesses against the goals and objectives.  Dr. Robertson agreed that this is an improvement from last year’s evaluation instrument that was recommended by OSBA.  At some point he would like the board to have a discussion about administrator and board evaluations.    Mrs. Freske also agreed that this is a better evaluation instrument.  She would like to have the administrators included in the evaluation process.  Dr. Curry said that although the OSBA evaluation instrument was difficult to use this evaluation instrument is too vague.  She would like to see an evaluation with some of the characteristics of the previous form and some of the simplicity of this one.  This form does not include other factors that are important in administrative positions such as communication, and encouraging teamwork.  Mrs. Dersham suggested that the administrators could best evaluate those types of things.  Dr. Curry thought it was important to have an instrument that includes evaluation of more than productivity and goals. Mrs. Freske suggested that after the questions are completed the evaluator could make their own comments on items not listed on the evaluation at the bottom of the form. Dr. Curry said it seemed like such a huge swing to go from the OSBA recommended document to a one page document. The district places trust in OSBA policies, often adopting them with only minor changes. Why would the board not use their recommended evaluation document?  Mrs. Dersham said it had nothing to do with trust, rather that their document would not work in this setting.  Dr. Robertson stated that he felt Dr. Curry’s statements were in error.  The  district has ventured away  from OSBA recommendations on policies this year.   He believes it is maligning to the process the board is going through on policy.  In his opinion the district has been working diligently to avoid rubber stamping OSBA policy.  So, for the record Dr. Robertson disagreed wholeheartedly with Dr. Curry’s statement.  Dr. Curry responded that there are some policies they do a great deal of work on because there is not an OSBA policy that fits the district.  There is a higher number of documents that come from OSBA that are accepted by the district with only minor changes because of the level of trust.  Mr. Ehrich also disagreed with Dr. Curry’s characterization.  Mrs.  Thompson asked if the board could call Dr. Stuber if they need any clarification.  Dr. Curry asked if they could have a checklist from last year’s

 

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evaluation.  Dr. Stuber suggested a copy of the superintendent job description be sent to the board.   

 

Dr. Robertson suggested changing the document return date to January 15.

 

Dr. Robertson moved to adopt the  Superintendent evaluation instrument as presented as the evaluation document for this year  with  the modification of changing the date to January 15.  Mrs. Freske seconded and THE MOTION CARRIED AS FOLLOWS:

DR. CURRY – NO

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE – YES

MR. HONER – YES

DR. ROBERTSON – YES

MRS. THOMPSON - YES

 

16.             Discussion, 2003-2004 Calendar

Dr. Stuber stated that the administrators reviewed the calendar at their meeting today.  The calendar is up for adoption next month.

 

17.             Action, Budget Board Appointment

Dr. Robertson moved to approve Mr. Robert Taylor as a budget board member. Mr. Ehrich seconded and THE MOTION CARRIED UNANIMOUSLY.

 

18.             Action, Local Option Tax

Mrs. Hillman stated that the latest report she received from the county  incorporating the 2002 tax numbers gives a much lower estimate of what we would receive than the previous estimate based on 2001 taxes.  The estimate based on 2001 taxes was $286,000 to be received from a $1.50 rate.  The 2002 estimate is $179,000 from the same rate. The average tax payer would pay a total of $3.24 per thousand. You will only pay a local option levy if your  market value is higher than your assessed value.  You are paying on the gap  in that tax rate.

 

                              Mrs. Hillman presented a resolution with the amount and title left blank.

 

Mrs. Dersham said that as was discussed in the work session there are few options for the district with the continued cuts from the state.

 

Mrs. Hillman explained that the county figures your property tax in two ways. One is the market value.  They multiply that by $5.00 per thousand and come up with a Measure 5 tax.  Then they multiply the assessed value by $5.4849 to arrive at a Measure 50 tax.  They compare the two numbers and you are taxed on the lower amount. The local option levy rate is multiplied by the assessed value.  The result of that would be the maximum local option tax.  That amount is compared to the taxable gap between Measure 5 and Measure 50

 

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The taxpayer would pay the lower of the gap or the local option maximum.  Mrs. Hillman said it would be different for each homeowner.

 

Mrs. Freske reported that the Finance Committee had discussed educating an ad hoc group to all the particulars so they can inform the community about the levy.

 

Dr. Robertson moved to pass the resolution calling a special election for the purpose of referring to the  legal electors of the Creswell School District the local option levy to support educational, co-curricular, extra curriculum and applied fine arts programs for the students of the district.  As part of the motion Dr. Robertson added a 3 year levy with a $2.00 per 1,000 of assessed value rate. The motion did not receive a second.

 

Mr. Ehrich supports the 3 year, $2.00 rate levy.  He is concerned however with some of the language.  He does not support the levy to support the applied fine arts and extra-curricular.  He is recommending that it be used to maintain  existing district operations. 

 

Mrs. Freske said the committee’s goal was to maintain what we have including the extra-curricular, but the first priority is core classes.

 

Dr. Robertson suggested a language change by dropping the first sentence  of number 3 on the resolution.  Mr. Ehrich suggested that it say, “maintain current school district programs”.  Also in number one change the language to “maintain existing district operations and educational programs”. 

 

The deadline to get on the March ballot is January 9.

 

The board decided to eliminate number three from the resolution.

 

Dr. Robertson suggested changing “increase funding” to “supplement funding” in number one.

 

Mr. Ehrich moved to approve the resolution with modifications.  Dr. Robertson seconded.  Mrs. Dersham stated that the motion is to approve the resolution with modifications to item one, with it being a three year levy at $2.00 per thousand.

 

Dr. Stuber said that $2.00 at this year’s numbers will bring in $240,000.   If the market values decrease we collect even less.  Last year $2.00 would have brought in $319,000.

 

Mr. Ehrich amended his motion to change the levy amount to $2.50 per thousand with a 3 year levy.  Dr. Robertson seconded. 

THE AMENDED MOTION CARRIED UNANIMOUSLY.

 

 

 

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THE MOTION TO APPROVE THE RESOLUTION AS AMENDED CARRIED AS FOLLOWS:

DR.  CURRY - YES

MRS. DERSHAM –YES

MR. EHRICH – NO

MRS. FRESKE – YES

MR. HONER – YES

DR. ROBERTSON – YES

MRS. THOMPSON - NO

 

19.             Action,  adoption of posted policies AD District Mission Statement and DJB Petty Cash

Dr. Robertson moved to adopt Policy AD District Mission Statement and Policy DJB Petty Cash revisions.  Dr. Curry seconded.  Dr. Curry asked if anyone came up with another word for worker.

THE MOTION CARRIED AS FOLLOWS:

DR. CURRY – NO

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE – YES

MR. HONER – YES

DR. ROBERTSON – YES

MRS. THOMPSON - YES

 

20.             Action, Posting Proposed Policy Revision to IM School Program Evaluation and IKF-AR.

Dr. Robertson moved that the board post Policy IM-AR School Program Evaluation.  Mrs. Thompson seconded.  Dr. Robertson explained that the percentages in the policy are the recommendation of the policy committee but the board can set the percentage at whatever level they think is appropriate.   Dr. Stuber explained that the percentages are not based on concrete evidence. They are numbers that are meant to give some guidance to administrators and curriculum committees to try to evaluate each learner outcome.  At some point the district needs to make a statement about what the expectations are.  For example, all of the students need to master all of the material.  This is a program evaluation tool that the district can use to keep track of progress within the district as to how well students are doing.   

 

Mr. Ehrich moved to amend the motion to remove the question marks from the policy. Dr. Curry seconded. THE AMENDED MOTION CARRIED UNANIMOUSLY.

 

Mr. Honer asked if the board could receive  input from administrators on setting percentages before the next board meeting.

 

THE MOTION TO POST POLICY IM-AR AS AMENDED CARRIED UNANIMOUSLY.

 

 

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Dr. Robertson stated that the policy committee has three recommendations  that relate to policy IKF-AR.  The first is to post the revised IKF-AR.  The second is that Creswell High School establish a new course titled Work and Life Skills that will be offered as a .5 credit elective.  The third is that the administration be cognizant of the state requirements for curriculum that is currently taught in the Work and Life Skills series and that they will accommodate the curriculum of other mandatory courses to cover these learner outcomes.  The board will need to make a decision between option one and option two.  Option one recommends that graduation requirements be revised to add two credits of fine arts, applied arts and/or second language to the requirements.  This is one more credit than is state mandated.  Option two would be the addition of  one credit of fine arts/applied arts instead of two so that it would be consistent with the wording in Oregon statutes.  In that case it would not be necessary to change the number of electives because both options recommend maintaining 25 credit hours for graduation.  This AR has a number of changes that need to be made in the near future.  The policy committee felt that these changes, whichever option is chosen, would solve the immediate problems plus deal with the state mandate for the arts.

 

Dr. Curry moved to post the policy with option 2 to add one credit of fine arts /applied arts or second language to the graduation requirements and maintain the number of hours at 25 and the number of electives at 10.  The motion did not receive a second.

 

Dr. Robertson moved to post policy IKF-AR with option one, which adds two credits of fine arts, applied arts and/or a second language and reduces the number of elective hours from 10 to 9.  Mr. Ehrich seconded.

 

Dr. Curry thought if an additional requirement is imposed but we don’t have the courses to fulfill it that it would place a burden on the scheduling and counseling staff. 

 

Mrs. Freske said that she recalled during the work session that the high school administrator would be concerned only if  the board added two years of foreign language and then they would have a problem finding a teacher but if that category is broadened out there shouldn’t be a problem.

 

Dr. Curry said she thinks that option one is too restrictive.

 

THE MOTION TO POST POLICY IKF-AR WITH OPTION ONE CARRIED AS FOLLOWS:

DR. CURRY – NO

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE – YES

MR. HONER – YES

DR. ROBERTSON – YES

MRS. THOMPSON – YES

 

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Dr. Robertson moved that the board direct Creswell High School to establish a new course titled Work and Life Skills that would be a .5 credit elective to replace Work and Life Skills I and II.  Mrs. Thompson seconded.  Dr.  Curry said she thought the administrators should decide which electives to offer.  Mrs. Dersham said it is a state requirement that should be picked up in other classes.

 

THE MOTION FAILED.

 

21.             PERS Resolution

Mrs. Freske moved to approve the resolution on the PERS challenge.  Mr. Ehrich seconded.  Mrs. Hillman reported that the recent announcement by PERS would increase the district’s PERS rate to 18.5%  Mrs. Hillman had calculated a 17% rate for next year.  The 17% rate would have meant a $277,000 increase for next year for the district. She will recalculate her estimate at 18.5% 

 

THE MOTION CARRIED UNANIMOUSLY.

 

 

 

 

               Board requests for January

               Report on Creslane Traffic Situation                                Adopt 2003-2004 Calendar

               CHS Alternative Education                                                          Audit Report

               Adopt Policies IM-AR and IKF-AR                                       

 

 

 

 

                              ADJOURNMENT:  The board meeting adjourned at  10:15 P.M.

 

 

 

 

___________________________________

Dr. Rick Stuber,  Superintendent

 

 

______________________________________

Connie D. Dersham, Chair