Board Meeting Items for January 14, 2009
Siuslaw School District 97J Board of Directors’ Meeting Information Packet January 14, 2009 Siuslaw School District 97J Regular Board of Directors Meeting Wednesday, January 14, 2009 at 6:30 p.m. Notice and Agenda 1. Call to Order, Flag Salute – Chairperson Burns 2. Approve Consent Agenda – Mr. Winterscheid • Minutes of the December 10 Regular Meeting and Executive Session 2a Program Highlights – Outstanding Students – Mr. Winterscheid 3. Reports/Public Participation a. Public Participation – Chairperson Burns b. Superintendent’s Report – Mr. Winterscheid c. Principals’/Special Programs Director Reports d. Board Member Items Approve Appointment of Budget Members by Ed Scarberry and Caroline Estill 4. Old Business ** Administration’s Recommendation on Mid-Year Budget Reductions a. Policy DBEA – Budget Committee – First Reading – Mr. Winterscheid b. Approve Superintendent Qualifications and Timeline – Mr. Winterscheid c. Quality Child Care of Florence – Mr. Winterscheid d. Local Option Sub-Committee Report 5. New Business a. Enrollment Update – Mr. Winterscheid b. Donations – Mr. Winterscheid c. Budget Calendar – Mr. Smith d. Food Service RFP – Mr. Smith 6. Personnel – None at this time. 7. Adjourn Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Consent Agenda New Business Item No: 2 Attachment: Yes From: Mr. Winterscheid Date: January 14, 2009 Background: The board is required to approve minutes of previous meetings so that they can be entered into district records. The minutes of the December 10 meeting and executive session make up this month’s consent agenda. Recommendation: Administration recommends approval of the consent agenda. Resolution # 011409-2 Be it Resolved that the Siuslaw School District Board of Directors approve the consent agenda as presented. Paul Burns, Board Chair Derek Smith, Business Manager/Deputy Clerk Siuslaw School District 97J Regular Board of Directors Meeting Wednesday, December 10, 2008 at 6:30 p.m. Minutes Directors Present: Ed Scarberry Deena Mitchell Caroline Estill John Murphey Others Attending: Superintendent George Winterscheid Business Manager Derek Smith Secretary Char Shelton Patrons, Media, and Staff Paul Burns Nancy Phelps 1. Call to Order, Flag Salute Chairperson Burns called the meeting to order followed by the flag salute. 2. Approve Consent Agenda Mr. Winterscheid presented the consent agenda which included minutes of the November 12 Regular Meeting. Resolution # 121008-2 – Approve Consent Agenda John Murphey moved and Nancy Phelps seconded for approval. The motion carried unanimously. 3. Reports/Public Participation a. Public Participation Kim Enlund, representing Quality Child Care of Florence (QCCF), gave the board an update on their progress for establishing a child care facility on school district property. She reported that QCCF received a $10,000 grant from the Ford Foundation. They are currently looking at building options and will bring more information to the January board meeting. b. Superintendent’s Report Mr. Winterscheid reported that… …Heather Gate’s second grade class came to the district office today and interviewed him on what a superintendent does every day. He enjoyed the interview immensely and thanked Ms.Gates for the opportunity to spend time with her students. …the district needs to make budget reductions mid-year due to revenue reductions and expenditures were more than had been estimated. The cuts will be significant and will affect areas including operations, athletics, field trips, utilities, and staff. He has asked the Siuslaw Education Association (SEA) to consider cutting an additional four days from the current school calendar or to cut four days of their salary but not cut student days. Tim Dodson, SEA President, will meet with union members and respond back to the district early next week. Mr. Winterscheid said that he would personally speak to each staff member that will be directly affected by the cuts. He will announce the detailed reductions prior to Christmas break and the cuts will be effective January 30, 2009. c. Principals’/Special Programs Director Reports Administrators Risley, Petersen, and Martindale reported on their schools activities including fund raising, choir and band concerts, professional development, and curriculum alignment. In addition Ms. Risley thanked Laura Smith who has been volunteering to teach science lessons to third, fourth, and fifth grade students. Mr. Martindale introduced Kevin Pazar, high school student, who reportedthat students at the high school had a coin drive to raise money for Habitat for Humanity. Mr. Martindale also reported that Jacob Mitchell had spearheaded a canned food drive to benefit Florence Food Share. Ms. Petersen reported that middle school students are currently having a canned food drive to benefit Food for Lane County. Mr. Winterscheid gave kudos to Derek Smith, Business Manager, who was complimented by Oregon Department of Education on his exemplary reporting practices. d. Board Member Items Nancy Phelps shared that the board will do its best to work together through the upcoming difficult budget reductions. Caroline Estill reported that she liked the pictures of staff on the high school website. Ed Scarberry announced that his budget member, Jeff Crayne, will be resigning and he would like the board to appoint Alan Burns to that position. The board will take action at the January board meeting. Deena Mitchell was impressed with the reports from administrators regarding their students raising money for charities. She would like the district to develop a communications piece to educate parents and community members of the positive things students are doing to give back to our community. She also thanked the volunteers that provide the Aspire program which is a great vehicle to help kids explore their future career choices. John Murphey suggested we put a tab on our website showcasing all the positive things going on in our district. Paul Burns thanked staff for their excellence in teaching our kids through the difficult time after the failure of the Local Option Levy. 4. Old Business a. Five Year Strategic Plan – Discussion/Plan Worksession Mr. Winterscheid reminded the board that they wanted to schedule worksessions to delve into the Five Year Strategic Plan in more detail. Ms. Mitchell said that they also needed a worksession to visit the subject of higher standards for extra curricular participation. The board feels that the budget committee members should attend the portion of the worksession that addresses the Five Year Strategic Plan, therefore the board will meet at 6:00 p.m. to discuss higher standards for extra curricular participation and the budget members will join the meeting at 6:30 p.m. when the discussion will move to the strategic plan. Motion to Schedule Worksessions Nancy Phelps moved to schedule worksessions to discuss the Five Year Strategic Plan and higher standards for extra curricular participation. The worksessions to be held on January 28 and February 25 will begin at 6:00 p.m. John Murphey seconded for approval and the motion carried unanimously. 5. New Business a. Enrollment Update Mr. Winterscheid presented the enrollment summary showing enrollment at 1368. Mr. Winterscheid is encouraged by this number and hopes the decline in student enrollment has leveled off. b. Supplemental Budget - Budget Hearing Mr. Smith presented a supplemental budget in order to appropriate grant revenue. Chairman Burns recessed the regular meeting to a budget hearing for public input. Hearing none Mr. Burns closed the budget hearing and reconvened the regular meeting. Resolution # 121008-5B – Adopt Supplemental Budget John Murphey moved and Ed Scarberry seconded for approval. The motion carried unanimously. c. Increase Meal Prices Mr. Smith presented a recommendation to increase meal prices to move toward a more self-supporting food service program. He suggested price increases that still fall below federal reimbursement rates. Board members were in agreement that meal prices should be increased to equal the federal reimbursement and then rounded up to the nearest nickel. Resolution # 121008-5C – Adopt Meal Price Increase Nancy Phelps moved to increase meal prices to equal the federal reimbursement and then rounded up to the nearest nickel. Caroline Estill seconded for approval and the motion carried unanimously. d. Policy DBEA – Budget Committee – First Reading Mr. Winterscheid informed the board that the district currently does not have a policy addressing Budget Committee responsibilities. He presented the Oregon School Board sample policy that included minor changes to reflect our district’s demographics. After discussion it was decided that a sub-committee be formed to review the policy and bring back a recommendation to the January meeting. Members of the sub committee were to include John Murphey, Nancy Phelps, Laura Smith, and Brook Burkhart. e. Local Option Levy Mr. Winterscheid recommended that the district form a steering committee to go forward with placing the Local Option Levy on the May 19 election ballot. Deena Mitchell and Nancy Phelps agreed to serve on a committee to research the possibility of finding people to serve on a Local Option Committee. 6. Personnel – Accept Resignation Superintendent Winterscheid presented his resignation to be effective June 30, 2009. He read his resignation letter to the board which stated that he was required by contract to give the board six months notice. He said he was advising them of his resignation a month earlier than the six month notice that is required in order for the board to proceed with the search for a new superintendent. He said it has been a tremendous honor to have worked for and served the Siuslaw School District. He has been immensely privileged to work with each and every staff member. He said he will work hard and diligently through the remainder of his term to see that Siuslaw is positioned to succeed in the future. The board was not willing to accept his resignation at this time. Nancy Phelps reported that the board was aware of Mr. Winterscheid’s upcoming resignation prior to the meeting. She contacted Oregon School Board Association (OSBA) with regard to contracting their services for a superintendent search. The bare minimum fee would be about $8,000.00. She feels that with the budget crises that we are in we can not afford to pay that kind of fee and suggested that we coordinate the search in house. OSBA will allow the district to advertise the position on their website as long as we do not hire another firm to provide the search services. She said she would review the information that she has collected and suggested that board secretary Char Shelton and Superintendent Winterscheid meet to begin planning a process for the upcoming search. 7. Executive Session – ORS 192.660 (1)(a) – Employment of Public Officers, Employees and Agents. Chairman Burns recessed the regular meeting to an executive session at 8:15 p.m. Those attending included the board members listed above, Superintendent Winterscheid, Business Manager Derek Smith, Secretary Char Shelton, and media reporter Ryan Cronk. The purpose of the executive session was to discuss the resignation of George Winterscheid. The executive session was closed at 8:30 p.m. and Chairman Burns reconvened the regular session. Action Following Executive Session John Murphey regretfully moved to accept George Winterscheid’s resignation to be effective June 30, 2009. Caroline Estill seconded for approval and the motion carried unanimously. 7. Adjourn With no further business the meeting was adjourned at 8:33 p.m. Paul Burns, Board Chair Char Shelton, Secretary Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Budget Member Appointment Board Member Items Item No: 3d Attachment: No From: Mr. Winterscheid Date: January 14, 2009 Background: The board needs to approve the appointment of two budget members to be effective immediately. Caroline’s Budget Member, Wade Engelson, and Ed’s Budget Member, Jeff Crayne, have both resigned. Caroline’s new budget member is Jennifer (King) Waggoner and Ed’s is Alan Burns. Recommendation: Administration recommends approval of the recommended Budget Member appointments. Resolution # 011409-2 Be it Resolved that the Siuslaw School District Board of Directors approve the appointment of Jennifer Waggoner for Budget Committee Member in Position #1and Alan Burns in Position #6. Paul Burns, Board Chair Derek Smith, Business Manager/Deputy Clerk Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Policy DBEA – Budget Committee Second Reading Item No: 4a Attachment: Yes Old Business From: Mr. Winterscheid Date: January 14, 2009 Background: At the December meeting, we presented Policy DBEA – Budget Committee for your review and consideration. At that time board consensus was to appoint a subcommittee to review the policy and make its recommendation back to the board at its January meeting. Sub-committee members appointed were John Murphey, Nancy Phelps, Brook Burkhart, and Laura Smith. I have attached Policy DBEA for your consideration. Recommendation: Administration recommends you consider the sub-committee’s recommendation prior to adoption of this policy. We will make desired revisions, if any, to the policy and bring it back to a future meeting. Administration Recommendation Siuslaw School District 97J Code: DBEA Adopted: Budget Committee By law, the budget committee is charged with making recommendations concerning financial priorities. The budget committee will have the responsibility for reviewing the financial program of the district, reviewing the proposed district budget as presented by the superintendent and recommending an annual or biennial district budget in keeping with the provisions of applicable state laws. Educational policy decisions, however, are the responsibility of the Board, not the budget committee. The committee does not have the authority to add programs or to approve additional personnel or increase salaries. While the committee may, in effect, delete programs because of a fund decrease in arriving at a levy figure, the committee is charged primarily with a fiscal evaluation of programs. The committee may, alternatively, set an amount that changes the recommended budget and may request the administration make such changes in accordance with priorities set by the Board. The budget committee consists of seven members appointed by the Board plus the elected Board members. To be eligible for appointment, the appointive member must: 1. Live and be registered to vote in the district; 2. Not be an officer, agent or employee of the district. No budget committee member may receive any type of compensation from the district. At its first meeting in July, the Board will identify vacant budget committee positions which must be filled by appointment of the Board. The Board will announce the vacancies and receive applications from interested persons during the month of July. Such applications will include a signed statement that the applicant is willing to serve as a member of the budget committee and to adhere to the policies of the district. The Board may appoint budget committee members to as many consecutive terms as deemed appropriate. At the first regular Board meeting in July, the Board will review the names of persons filing applications and names of those persons who have served previously and are willing to be reappointed. At the first regular meeting in September, the Board will appoint persons to fill the vacant positions. The appointive committee members of a budget committee in a district that prepares an annual budget will be appointed for three-year terms. The terms will be staggered so that, as near as practicable, one-third of the appointive members’ terms end each year. Appointive members of a budget committee in a district that prepares a biennial budget shall be appointed to four-year terms. The terms shall be staggered so that as near as practicable, one-fourth of the terms of the appointive members expire each year. If any appointive member is unable to complete the term for which he/she was appointed, the Board will announce the vacancy at the first regular Board meeting following the committee member’s resignation or removal. An appointment to fill the position for its unexpired term will be made at the next regular Board meeting. At its first meeting after appointment, the budget committee will elect a presiding officer from among its members. It may also establish other ground rules as necessary for successful operation of the committee. A majority of the constituted committee is required for passing an action item. Majority for a (14-member budget committee is 8. Therefore, if only 8 members are present, a unanimous vote is needed for passing an action.) The budget committee shall hold one or more meetings to receive the budget message, receive the budget document and to provide members of the public with an opportunity to ask questions about and comment on the budget document. The budget officer shall announce the time and place for all meetings, as provided by law. All meetings of the budget committee are open to the public. The budget committee may request from the superintendent or business manager any information used in the preparation of or for revising the budget document. The committee may request the attendance of any district employee at its meetings. The budget committee will approve the budget document as submitted by the superintendent or as subsequently revised by the committee. After approval of the original or revised budget document, the budget committee’s duties cease. The hearing on the approved budget is held by the Board. END OF POLICY Legal Reference(s): ORS 174.130 ORS 192.610 - 192.710 ORS 294.305 - 294.565 HR3/7/02│MW Budget Committee - DBEA 2-2 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Superintendent Search Old Business Item No: 4b Attachment: Yes From: Mr. Winterscheid Date: January 14, 2009 Background: At the December meeting, we discussed the process for the upcoming superintendent search. I will have copies of the Invitation to Apply brochure, revised application, and recommended timeline available at the board meeting. The board needs to approve the listed superintendent qualifications and timeline in order for the district office to proceed with the search. Recommendation: Administration recommends you approve the process, qualifications, and timeline for the superintendent search. Resolution # 011409-4b – Superintendent Search Materials Be it resolved that the Siuslaw School District Board of Directors approve the superintendent search qualifications and timeline as presented. Paul Burns, Board Chair Derek Smith, Deputy Clerk/Business Manager Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Quality Child Care of Florence (QCCF) Old Business Item No: 4c Attachment: No From: Mr. Winterscheid Date: January 14, 2009 Background: Kim Enlund will attend the meeting to give the board an update on the child care planning process. Recommendation: Information only. Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Local Option Levy Old Business Item No: 4d Attachment: No From: Mr. Winterscheid Date: January 14, 2009 Background: Deena Mitchell and Nancy Phelps agreed to sit on a committee to explore the possibilities of putting the local option levy on the May 2009 ballot. They will report to the board on their findings. Recommendation: Information only. Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Enrollment New Business Item No: 5a Attachment: Yes From: Mr. Winterscheid Date: January 14, 2009 Background: Attached is the new enrollment summary that we are providing at each meeting. We are up a few from last month which is encouraging. Recommendation: Information only. 2006-2007 Grade Level 2007-2008 2008-2009 9/6/06 6/8/07 9/6/07 6/12/08 9/3/08 10/1/08 11/7/08 11/14/08 11/21/08 12/5/08 12/30/09 1/7/09 KG 1 2 3 4 5 Elem Total 81 93 90 98 101 103 566 90 93 98 100 111 105 597 86 92 94 102 100 114 588 80 85 100 96 100 110 571 95 88 82 103 98 103 569 97 82 82 101 99 101 562 96 83 84 102 99 105 569 97 83 84 102 100 104 570 96 83 85 100 99 105 568 97 84 86 99 100 107 573 97 96 84 87 87 89 6 7 8 MS Total 111 126 114 351 109 115 107 331 111 112 113 336 104 108 98 310 114 109 118 341 113 106 118 337 115 107 117 339 115 106 116 337 114 107 116 337 9 10 11 12 HS Total 132 144 154 148 578 126 130 134 132 522 114 132 133 158 537 105 122 119 134 480 111 109 123 139 482 108 105 121 136 470 109 100 119 129 457 109 100 120 129 458 Totals 1495 1450 1461 1361 1392 1369 1365 1365 99 99 100 100 107 108 574 579 114 106 117 337 113 113 105 106 117 118 335 337 109 100 120 129 458 110 101 122 125 458 110 109 101 103 120 119 126 125 457 456 1363 1368 1366 1372 Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Donations New Business Item No: 5b Attachment: Yes From: Mr. Winterscheid Date: January 14, 2009 Background: Attached is a list of donations received by the district through November of this school year. We appreciate the community for their support. Thank you notes have been sent. Recommendation: Information only. SUBJECT: High School Donations August – November, 2008 MATERIAL: 1. 1980 Buick Century DONOR Mary and J.C Baumeister RECIPIENT Auto VALUE $500 2. 1993 Ford Aerostar van Hugh Hogan Auto $800 3. Miller Dialarc 250 AC/DC Welder Cameron Gore Metal Shop $500 Siuslaw Area Booster Club Siuslaw Area Booster Club Siuslaw Area Booster Club Bill Jaroncyk & Friends Bob Hylton John Pino Western Lane Baseball Brian Holmes Misc Hodulik’s Kiwanis Shell Station Craig Palermo Jim Archer Athletics Ian Foster Scholarship Fund Softball Program Viks Club – Football Volleyball Cross Country Baseball Art Band Band Key Club Viks Club Auto Cross Country CASH $27,000 3,000 5,000 1,330 200 90 1,318 400 139 100 111 412 40 1,600 TOTAL Cash Donation $40,740 Middle School Donations through November 2008 American Health Alliance Inc. $600.00 Choir Don Ferrell $250.00 Woodshop Elementary School Donations through November 2008 Diane Diffendorffer Color Paper & Case of Computer Paper Boys & Girls Club Lewis & Clark Maps, Notebooks, & Video Florence Christian Church School Supplies Florence Rotary 3rd Grade Dictionaries Dorrie Enochs Glove with Stand Tami Holmes School Supplies Sandy Jones Books, Books, and More Books Nazarene Church Shoes, jackets, jeans, clothes and toothbrushes Florence Christian Church Backpacks and school supplies Dahlia’s Greenhouses Ada Grange School Supplies BJ’s Ice Cream Ice cream for 200 people Greentrees Village Tuesday Club Backpacks and school supplies Nazarene Church Nazarene Church Shoes, socks, underwear $511.46 for 2nd Step for K & 3rd grade Grocery Outlet Mini Pumpkins & Gourds Laurel Bay Gardens Tulip bulbs, and presentation to 3rd grade students Dana Dane 200 Pencils Pam Vander Kley & Char Shelton 8 McDonald’s Gift Certificates Mary Copeland Book District Donations through November 2008 St. Vincent DePaul School Supplies Costco 15 Backpacks Braille Kit Anonymous Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: 2009-2010 Budget Calendar Item No: 5C Attachment: Yes From: Derek Smith Reason: Board Action Date: January 14, 2009 Background: Per policy DB – Budget Calendar – the Board will adopt annually a budget calendar that identifies dates, activities, and deadlines required for the legal presentation and adoption of the budget. The superintendent will prepare and recommend a proposed calendar for Board approval. Attached is a draft of a proposed calendar for review, discussion, amendment, and future adoption. Recommendation: Information Only. Budget Calendar to be adopted during February Board Meeting. Siuslaw School District 97J Budget Calendar Fiscal Year 2009-2010 To be adopted Feb. 11, '09 Dates Objectives/Tasks Wed., Jan. 28 Board Work Session - 5 year plan, higher standards for extra-curricular 6:00-8:00 Early Feb. '09 Per Student allocations distributed to schools based on Dec. 2008 ADMr (Figures will be finalized later by Legislators) Wed., Feb. 25 Board Work Session - 5 year plan, higher standards for extra-curricular 6:00-8:00 Responsible party and or attendees Publication Board Jan. State N/A Board Feb. Late Mar. '09 State revenue projections due to districts (Figures may change) State N/A Feb. 1- Mar. 2 Building budgets prepared Bldg Admins N/A March Superintendent meets with each school for staff input Staff, Supt N/A Wed., Mar. 25 Budget mtg -Admin Input Supt., Bus. Mgr., Admin N/A Bus. Mgr. N/A Budg Com., Board, Supt., Bus. Mgr., Admins., Public Mar. 18 Apr. 1 Bldg Staff, Budg Com., Board, Bus. Mgr., Admins., Public N/A Mar. 3 - Apr. 4 Proposed district-wide budget prepared * Wed., Apr. 8 Wed., Apr. 15 Thur., Apr. 16 Fri., Apr. 17 First budget meeting - Budget Message (Presented by the Superintendent) Budget mtg -Staff Input (3:30 - 5:00) Elementary School Three board members determined by board Middle School " High School " * Wed., Apr. 29 Budget mtg - public input. Committee considers budget Budg Com., Board, Supt., Bus. Mgr., Admins., Public Apr. 18 Apr. 25 * Wed., May 6 Budget mtg - public input. Committee considers budget Budg Com., Board, Supt., Bus. Mgr., Admins., Public Apr. 25 May 2 * Wed., May 13 Budget Meeting - committee approves proposed budget amount Budg Com., Board, Supt., Bus. Mgr., Admins., Public May 2 May 9 * Wed., May 20 Final Budget Meeting - Board finalizes budget Board, Supt., Bus. Mgr., Admins., Public May 9 May 16 * Wed., Jun. 10 Board adopts Approved Budget as amended Board, Supt., Bus. Mgr., Admins., Public May 30 Jun. 3 all meetings scheduled for 6:30 unless otherwise noted * = Public meeting dates. Regularly Scheduled Board Meetings (Jan 14, Feb 11, Mar 11, Apr 8, May 13, June 10) in Bold C:\Documents and Settings\cshelton\Desktop\Jan 09 Board Items\5ca Budget Calendar 2009-2010.xls Siuslaw School District 97J 2111 Oak Street Florence, OR 97439 Presented to the Board of Directors: Subject: Reason: Food Service RFP New Business Item No: 5d Attachment: No From: Mr. Smith Date: January 14, 2009 Background: I will give the board an update on the Food Service RFP process. Recommendation: Information only.
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