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, April 9, 2003 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, District Technology Director

                                Shirley Burrus, CMS Interim Principal

                                Bob George, CHS Principal

                                                                Marilyn Cruzan, Administrative Secretary

                                                                Wendy Locke, The Chronicle

 

ROLL CALL

                01.                Action, establish a quorum

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

                               

02.                   Pledge of Allegiance

 

RECOGNITION OF VISITORS

03.                   Visitors: 

 

APPROVE AGENDA

04.             Action, approve agenda/add items

Mrs. Dersham added agenda item 17 as an action item to approve an OEA/ Creswell School District Memorandum of Agreement regarding early retirement.  Dr. Robertson moved to approve the agenda.  Mrs. Thompson

seconded and THE MOTION CARRIED UNANIMOUSLY.

 

MINUTES OF PREVIOUS MEETING

05.             Action, approve the March 12, 2003 regular board meeting minutes and            the March 19, 2003 special board meeting minutes.

Dr. Robertson moved to approve the March 12 2003 regular board meeting minutes.  Mrs. Thompson seconded and THE MOTION CARRIED UNANIMOUSLY.

Page 2 – Regular Board Meeting Minutes – 4-9-03

 

Dr. Robertson moved to approve the March 19, 2003 special board meeting minutes.  Mrs. Freske seconded.  Dr. Curry stated that she thought it was important that the text of the motions that are made be included in the minutes. She referred to the local option levy resolution presented by Mrs. Hillman and a draft to amend the local option levy resolution presented by Mr. Ehrich.  In the future she would like the minutes to include the text of the motions made.  Dr. Curry moved to amend  the minutes of March 19 to include the full text of the motions made. The motion died for lack of a second.  Dr. Curry moved to amend the motion to include the revised resolution in the March 19, 2003 minutes.  Dr. Robertson seconded and THE AMENDMENT TO THE MOTION CARRIED AS FOLLOWS:

DR. CURRY – YES

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE – NO

MR. HONER – YES

DR. ROBERTSON – YES

MRS. THOMPSON – NO

 

THE AMENDED MOTION TO APPROVE THE MARCH 19, 2003 MINUTES CARRIED UNANIMOUSLY.

                               

06.                 Information, Trustees Reports

Mrs. Dersham referred to Dr. Robertson’s and Zach Robertson’s reports included in the board packet.  Zach served as an intern-for-a-day for Senator Bill Morrisette in Salem and Dr. Robertson testified before the Joint Ways and Means Sub-Committee on Education on March 27.  Creswell was one of eleven districts that sent representatives to testify.  She thanked them both for taking the opportunity to serve in this role.

 

A.                  Legislature testimony, Dr. Robertson

A written report was included in the board packet.

 

B.                  Legislature internship, Zach Robertson

A written report was included in the board packet.

 

C.                  20/50 plans, Mr. Ehrich

Mr. Ehrich reported that he attended a meeting recently sponsored by  Lane Council of Governments.  They are developing a strategic plan called Region 20/50.  It projects out 20-50 years in terms of our growth and development in the southern Willamette Valley area.  School board members and superintendents attending  from the area were given a task to model where they wanted growth and development to occur under the projected patterns for our area.

 

D.                  Creslane traffic, Mr.Ehrich

Mr. Ehrich reported that work is progressing on the short-range solutions to the traffic situation at Creslane.

 

Page 3 – Regular Board Meeting Minutes – 4-9-03

 

07.             Information, Supervisors Reports

         There were no questions from the board on the supervisor reports.

 

08.                 Student Representative Report

Colin Lyons reported that state assessment tests were given this week.  The CHS Talent Show will be held on Friday, April 11.  The Prom will be held April 19 at Emerald Valley.  The Mr. Bulldog Pageant will be held Wednesday, April 16 at 7 P.M. at Creswell High School.

 

09.             Information, Business Manager Report

Mrs. Hillman distributed an updated business office report to the board based on questions received prior to the board meeting.  Dr. Robertson noted that the governor’s balanced budget was based on 5.05 billion not 5.5 billion.

 

Dr. Robertson asked Dr. Stuber if it was prudent to go ahead with the budget based on current dollar amounts or should we postpone the process.  Dr. Stuber stated that July 1 is the budget deadline.  This is the deadline even if the state has not adopted a budget.  It is possible to change the June board meeting date, but enough time must be allowed to put the budget together and send it to the state.  

 

                10.                Information, Superintendent Report

Dr. Curry asked Dr. Stuber for a detailed update of ideas being discussed and considered by the administration and the Finance Committee in handling the deficits facing the district.  Dr. Stuber replied that the  Finance Committee will meet tomorrow at 6:45 A.M. at the District Office.  They will outline  the material they will  present at the roundtable discussions at the Town Hall Meetings on April 23 and 24. During the Town Hall Meetings there will be an opportunity for community input.  Dr Curry said the worst-case scenario being presented to the public on April 23 and 24 is not what she is asking for. She is asking for the  scenarios discussed at the administrator meetings, specifically if closing the middle school and sharing programs or consolidating with other district has been discussed.  Dr. Stuber stated that closing the middle school has been discussed.  The savings there would be in building operational costs and he did not have those numbers available this evening.  There would still be the cost for staff.   In terms of shared services, Dr. Stuber said that a variety of services are already provided cooperatively through Lane ESD.  This subject has been generally discussed at the superintendents’ meetings.  Dr. Stuber suggested the board make it a charge of the Strategic Planning Committee to form a committee to gather information regarding district consolidation.  Dr. Stuber asked  board members to email him with topics that could possibly be shared with other districts.  He will contact superintendents at South Lane and Pleasant Hill school districts after he hears from the board.

 

 

 

 

 

Page 4 – Regular Board Meeting Minutes – 4-9-03

 

 

                UNFINISHED BUSINESS

11.               Action, approve posted alternative education policies IGCAA-CAC and options IGBHA-BHB

Dr. Robertson moved to accept policy IGBHA, Alternative Education Programs, Policy IGBHB and IGBHB-AR, Establishment of Alternative Education Programs, and Policy IGBHC, Alternative Educational Programs Notification.   Dr. Curry seconded and THE MOTION CARRIED UNANIMOUSLY.

 

Dr. Robertson moved to accept policy IGCAA, Instructional Options.  Mr. Ehrich seconded AND THE MOTION CARRIED UNANIMOUSLY.

 

Dr. Robertson moved to accept policy IGCAB, Establishment of Instructional Options.  Mr. Ehrich seconded and THE MOTION CARRIED UNANIMOUSLY.

 

Dr. Robertson moved to accept policy IGCAC, Instructional Options Notification.  Mrs. Thompson seconded and THE MOTION CARRIED UNANIMOUSLY.               

 

Dr. Robertson advised the board that the policy committee came up with two alternatives in wording for the last section of Policy IGCAB-AR.  One  alternative is a series of questions and one is a series of statements.  The advantage of the question format is that it gives the board more flexibility in that they are guidelines rather than criteria.  It would also be consistent with the AR the board passed in the other documents.  This might provide for more effective decision-making.  The other alternative gives the board more concrete direction of what it must look at.  The board would have less flexibility in their decision making process. 

 

Dr. Curry moved to adopt IGCAB-AR in the question format.  Mr. Ehrich seconded and THE MOTION CARRIED AS FOLLOWS:

DR. CURRY – YES

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE – YES

MR. HONER – YES

DR. ROBERTSON – NO

MRS. THOMPSON – YES

 

12.               Information, High School Alternative School update

Dr. Stuber advised the board they need to approve the documents particularly the handbook because it is part of school policy.  Dr. Stuber stated that he supports the documents and recommends board approval. 

 

Mr. Ehrich moved to approve the Alternative Education District Policy and the Alternative Education Program Parent/Student Handbook as presented.   Dr. Curry seconded.

Page 5 – Regular Board Meeting Minutes – 4-9-03

 

 

Mrs. Thompson said that since the board received the documents yesterday she would like more time for review.  Mrs. Dersham agreed.   Mr. Ehrich said he has been involved with the alternative education committee and is confident that the documents meet the district’s needs. 

 

Dr. Stuber advised that the policy needs to be in place before the program begins.  Mrs. Dersham suggested tentative approval tonight.  Mr. Ehrich requested that an agenda item be specifically added next month to review the handbook. 

 

Dr. Robertson stated that the Alternative Education District Policy document is not district policy. Dr. Robertson moved to amend the motion to eliminate the cover page which names the document  Alternative Education District Policy document.   Mr. Ehrich seconded and THE AMENDMENT TO THE MOTION CARRIED UNANIMOUSLY.

 

THE AMENDED MOTION TO APPROVE THE ALTERNATIVE EDUCATION DOCUMENTS CARRIED UNANIMOUSLY.

 

13.

 

 

NEW BUSINESS

 

14.              Information, board evaluation questions

Mrs. Dersham stated that she thought it was a good self-evaluation.   

 

15.                  Action,  Personnel Report

There were no items on this month’s report.

 

16.               Information, town hall meeting for school 2003-2004 budget.

Mrs. Meyers presented the Finance Committee’s plan for a Mock Budget Day in each building on April 22.  This will represent conditions similar to what we think will be occurring next year.  Each administrator has talked with their staff about what they think will work in their particular building.   Each building will take the worst-case scenario budget and set up classrooms to represent next year’s conditions.  She asked Dr. Stuber to draft a letter to invite the media, state representatives, local government officials and Susan Castillo

to the April 22 Mock Budget Day and Town Hall meetings.  The agenda for the Town Hall meetings will include three roundtable discussions.  A discussion on budget building,  information on the economic impact schools have on the community and an explanation on how districts are given mandates by the federal and state government but may not have the resources to pay for the mandates.   There would also be a wrap-up session to summarize and answer questions.   Mrs. Meyers asked the board for approval to start the process.

 

 

Page 6 – Regular Board Meeting Minutes – 4-9-03

 

Dr. Stuber will prepare a press release tomorrow if the board approves the plan tonight.

 

Mrs. Freske moved to approve the Finance Committee’s Mock Budget Day at the schools on April 22 and the educational forums for the community on the evenings of April 23 and 24.  THE MOTION CARRIED AS FOLLOWS:

DR. CURRY – YES

MRS. DERSHAM – YES

MR. EHRICH – YES

MRS. FRESKE – YES

MR. HONER – NO

DR.  ROBERTSON – YES

MRS. THOMPSON - YES

 

17. Action Item, Memorandum of Agreement Regarding Employee Retirement Provisions

Mrs. Freske moved that the board approve the Memorandum of Agreement to start the process for staff members who want early retirement this year.  Dr. Robertson seconded. 

 

Dr. Stuber explained that this memorandum of agreement is to modify the collective bargaining agreement.  The collective bargaining agreement allows people who have 20 consecutive years of service to the district to retire with medical benefits for five years.  There are a number of staff this year that are

in their twentieth year and can retire at the end of April or May.  This leaves them just a month or two short of the full 20 years.  This memorandum of agreement allows them to retire, collect their PERS until the end of the school year and still be eligible for early retirement from the district.  They will work through the end of the year and are then eligible for the district’s retirement health insurance benefit on October 1.  Their insurance through the end of September

is on the same basis that they have it right now.  The benefit to the district is the savings on PERS costs. 

 

THE MOTION CARRIED UNANIMOUSLY.

 

Mrs. Dersham announced that on April 16 at 7:30 a.m. Dr. Stuber will meet with the staff in the high school commons to give a presentation on the budget projections.  He will also focus on the district office expenses.

 

                Board requests for May

                Alternative Education Update                   Report on April Town Hall Meetings

               

                Mr. Honer suggested that a third board member attend the agenda setting meeting each month with Dr. Stuber.  This would be an excellent forum for getting answers to questions that aren’t being answered that are specifically board member-superintendent questions.  Mrs. Dersham stated that if any board member has a question or concern they need to go to the appropriate administrator.  She is open to Mr. Honer’s suggestion but thinks that this is already being done. 

 

Page 7 – Regular Board Meeting Minutes – 4-9-03

 

 

Mr. Ehrich moved to adjourn the meeting.  Mrs. Thompson seconded and THE MOTION CARRIED UNANIMOUSLY.

 

 

                ADJOURNMENT:     The board meeting adjourned at 9:30 P.M.

 

 

 

 

 

___________________________________

Dr. Rick Stuber,  Superintendent

 

 

______________________________________

Connie D. Dersham, Chair