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SHERMAN COUNTY SCHOOL DISTRICT

BOARD WORK SESSION MEETING MINUTES

April 14, 2014

The Board of Directors of Sherman County School District met in the Sherman County

Public/School Library Meeting Room in Moro, Oregon on April 14, 2014. The following were

present: Chair, Bill Martin; Vice Chair, Angie Thompson; Directors: Liz Mills, Kyle Blagg and Jim

Macnab; Interim Superintendent, Ivan Ritchie; Business Manager, Kim McKinney; Board

Secretary, Jennifer Berry; Administrators: Bill Blevins; Staff Members: Craig Wood, Amy

Huffman, Shannon Hansen, Ree Ella von Borstel, Gerald Casper, Janet Pinkerton, Jeanie Pehlke;

Visitors: Mike Marino, Scott Steel, Ken Melzer, Steve Olsen

The work session began at 6:04pm.

Project Manager

The project manager began by presenting a mapped layout of the consolidation for Option A

and B. The difference between them is that Option A includes a gymnasium and Option B does

not.

On the layout there is an Ag Building and an Industrial Arts building. After brief discussion it was

decided that there is only a need for one of these buildings. A reminder that the Weir

Foundation has offered to help fund this building was also discussed.

The classrooms are roughly 900 sq ft. Once they are over a specified square footage an outside

door is required, so they kept them under that size.

The playground area on the layout is almost a natural amphitheater. The program manager

noted that it could possibly be used for outdoor events.

There is a small hall outlined on the layout halfway down the elementary hall. This was added

as there may be a need for exits in the middle of lower grade classes. This has not been

confirmed yet.

Discussion commenced in regards to the Art and Music room. The suggestion was made to

repurpose the old art room and move art and music to a more central location for use by all

grades, K-12.

Elementary locker rooms may not require showers. Bathrooms, changing alcoves, and lockers

may be all that is necessary.

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Questions were asked by the project manager as to how the commons and gym would be used.

Would all of the grades be able to use the same commons? The consensus was that all grades,

K-12, could share the existing commons. The suggestion was made to move the kitchen to the

west side of the cafeteria. The kitchen on the layout is behind the stage.

Other suggestions/questions were posed: Is there a possibility of adding an attendance

secretary closer to the lower grades? Is the computer lab large enough? Could the music room

be moved closer to the stage?

The project manager noted that the entire school will be on the same level. The playground will

need to be filled to bring it up to height. The playground will require a retaining wall. The

building will be framed up to height. This will be less expensive than doing a concrete retainer.

This will also be a benefit to the gymnasium as the wood joists gives resilience and has less

moisture issues than a concrete slab; which has been an issue in current high school gym. The

building will be six feet above grade at the highest point. Keeping the school all on the same

level will make ADA compliance less complicated.

A few issues still need to be addressed. An ADA accessible drop off point for students needs to

be identified and an estimate for demo of the old shop is needed.

The bid for the Bend/LaPine school came in at $228 per square foot.

The project manager clarified what changes the district would like to see. He will change the

layout to show the existing commons and eliminate the other. A lobby area is requested for the

lower grades addition. Keep the addition of the music and art rooms for use by all grades and

locate these rooms away from academic classrooms. He would like to return April 28th at

6:00pm for a second review based on the changes today.

It was noted that if there are more than 300 occupants an emergency generator would be

needed by code. The possibility of the county helping with this portion of the project was

discussed since it would be the essential facility for the county.

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SHERMAN COUNTY SCHOOL DISTRICT

REGULAR BOARD MEETING MINUTES

April 14, 2014

The Board of Directors of Sherman County School District met in the Sherman County Public/School Library Meeting Room in Moro, Oregon on April 14, 2014. The following were present: Chair, Bill Martin; Vice Chair, Angie Thompson; Directors: Liz Mills, Kyle Blagg and Director, Jim Macnab; Interim Superintendent, Ivan Ritchie; Business Manager, Kim McKinney; Board Secretary, Jennifer Berry; Administrators: Bill Blevins; Staff Members: Jeanie Pehlke, Gerald Casper, Janet Pinkerton, Amy Huffman, Shannon Hansen, Sheri Sharp, Barb Weedman; Student: Andrea Bailey, Cody Walker, Nick Coleman, Darian Davis, Remington Sheer, Victoria Anderson-Sheer, Amy Dabulskis, Keenan Coles ; Visitors: Daryl Melzer, Virginia Melzer, Vernon Melzer, Kris Melzer, Geremy Shull, Julie McAllister, Bo Anderson, Joe Dabulskis, Jeanne Dabulskis, Espana Coles

SUMMARY OF ACTIONS TAKEN

Motion by Director, Liz Mills with second from Director, Kyle Blagg to adopt the consent agenda as presented. Action: The motion carried unanimously. Motion by Vice Chair, Angie Thompson with second from Director, Liz Mills to adopt the 2014-2015 School Calendar as presented. Action: The motion carried unanimously. Motion by Director, Kyle Blagg with second from Vice Chair, Angie Thompson to adopt the Video Surveillance Policy Code: ECAC/EEACCA and ECAC/EEACCA-AR as presented. Action: The motion carried unanimously. Motion by Director, Liz Mills with second from Director, Kyle Blagg, to adopt the amended Qualities and Qualifications for Superintendent as modified on April 1, 2014, as presented. Action: The motion carried unanimously. Motion by Vice Chair, Angie Thompson with second Director, Liz Mills to offer contracts for the 2014-15 school year to the amended list of Confidential and Classified Employees. Action: The motion carried unanimously.

CALL TO ORDER

Chair, Bill Martin opened the meeting with the Pledge of Allegiance to the American Flag at 7:05 p.m. and thanked everyone for coming.

Students of the Quarter The following presentations were made to students who received recognition and a plaque for Students of the Third Quarter:

Unofficial Minutes

3.1.2

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Sheri Sharp and Barb Weedman, Resource Room – Student Remington Anderson-Sheer (2nd) Amy Huffman, 2nd Grade Teacher – Student Pyeper Walker (1st) Janet Pinkerton, SJSHS Teacher – Senior High Student Connor Davis (4th) Janet Pinkerton, SJSHS Teacher – Senior High Student Amy Dabulskis (3rd) Bill Blevins, SHSHS Principal – Junior High Student Keenan Coles (5th)

Student Body Report

Nick Coleman presented the following report:

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Recognition of Students, Staff and Community

We are extremely fortunate to have gracious staff and community members who support

our school and students. This school year we are continuing the tradition of recognizing

various supporters at the beginning portion of each School Board Meeting. While it is

possible that we may periodically miss an opportunity to thank someone, we sincerely

appreciate the commitment of all of our supporters. We would like to recognize the

following people for their devotion to our schools, students, staff and community.

Congratulations to Remington Anderson-Sheer, Keenan Coles, Amy Dabulskis, Connor Davis and Pyeper Walker who received Student of the Quarter Awards.

Jill Jenson and Lauren Hernandez for doing a fantastic job with the junior class in putting on the prom.

Amber DeGrange and Sherman County for providing student labor over the break to work on district projects.

All of the volunteers who helped with the Sherman High School Track Invitational.

Kathy Thompson for organizing the Middle School Invention Convention.

Gail Macnab for doing a terrific job of putting on Mr. Husky.

Dufur School District for coordinating the Career Fair.

Cindie King for coordinating another successful Read ‘n Rec Night for the 4th grade class.

Oregon Department of Forestry for bringing Smokey and Sparky to visit the 1st and 2nd graders.

Elementary Student Council for coordinating a very fun St. Patrick’s Day contest.

MCMC for hosting our 1st graders at Hospital Land.

Volunteer chaperones on our field trips.

Oregon Public Health Division for providing the Dental Sealant Program.

Oregon Department of Fish and Wildlife for bringing STEP (Salmon and Trout Enhancement Program) to our Kindergarten and 2nd grade classrooms.

Neil Hansen for allowing the students to release their fry in his pond and his generous donation to continue the program next year.

Sheri Sharp for coordinating Stop, Drop, and Read at the Elementary School.

Deanna Christiansen for all her hard work coordinating the Elementary School Book Fair.

Elementary Staff for organizing the recent Parent/Teacher Conferences.

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Todd Swan for all his efforts organizing the Jog-a-Thon.

We truly appreciate the amazing support we receive from so many thoughtful people. Thank you to everyone in our great community and school district for your continued support! When you have time please visit our Sherman County School District Web Page for the monthly appreciation comments.

COMMENTS FROM VISITORS No comments were given.

ADOPTION OF CONSENT AGENDA Business

Approved Board Meeting Agenda, April 14, 2014 as presented. Approved Minutes of Regular Board Meeting, March 10, 2014 Approved Minutes of Special Board Meeting, March 13, 2014 Approved Minutes of Special Board Meeting, April 1, 2014 Approved Bill Listing, Financial Statement

Personnel

Accept Resignation of Arla Melzer, Media Assistant

Motion by Director, Liz Mills with second from Director, Kyle Blagg to adopt the consent agenda as presented. Action: The motion carried unanimously.

REPORTS AND PRESENTATIONS

Superintendent Report Superintendent Ritchie recommended that the board post an Elementary Principal/Title Director and Teacher for the 2014-2015 school year. Half of this position would be paid for by Title I funds. This would allow for the Principal to be in the building at all times similar to the 2012-2013 school year. This would also allow for the first grade teacher to be in the classroom full time. Considering the large class of 28 students moving to 1st grade next year, he recommended they hire a teacher to provide additional academic support in the mornings, as was done for the Kindergarten class this school year. This has been discussed with the impacted teachers. On April 10th, vendors and Robert Waltenburg from the ESD walked through the elementary and high school buildings to assess the video surveillance needs. They are working with the ESD tech staff to install equipment in the schools. They will also be looking into a “buzz in” device for the main entrances.

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Painting contractors were invited to job walk the high school on April 10th. Only one of the six contractors attended. Director Macnab, Craig Wood, Principal Blevins, and Superintendent Ritchie looked over the building with Dennis of Long Painting from Portland. They found considerable moisture in the gym through the concrete block. Dennis discussed the use of elastic paints that would endure the heating and cooling for 10-20 years. The entire exterior of the building with the exception of the library will need to be painted. Superintendent Ritchie will also get a bid from Adams Construction in The Dalles. There are funds left over from the Energy Project to help with the cost. Siemens bid for the pneumatic system services at the Elementary School came in. The bid seemed high and will reevaluate it. Maintenance on boilers at the High School also seemed expensive. One boiler is out now, but the system can and is running on one now. The new pump for the well is in but the three legs of power are not balanced and causing issues. The district is working with Wasco Electric to get it balanced. Wasco Electric put the school on a different substation today. Currently the school is running on the well during the day and switching to city water at night.

Administrative Report for Sherman Elementary Superintendent Ritchie gave the following report: The elementary school has been full of activity. The Oregon Forestry Department brought Smokey and Sparky to visit the 1st and 2nd graders. The student council put on a Wear Green contest on St. Patrick’s Day. The cafeteria looked like it was taken over by leprechauns. The participation was amazing! The 1st graders took a trip to Hospital Land at MCMC and enjoyed some spring sunshine at Sorosis Park. The Oregon Health Department brought the dental sealant program to the school. This ran very smoothly and provided a helpful service to our families. The Oregon Department of Fish and Wildlife brought STEP (Salmon and Trout Enhancement Program) to the Kindergarten and 2nd grade classroom. The students enjoyed watching the fish progress from eggs to fry. Then they released the fry into Neil Hansen’s pond. A representative from Fish and Wildlife returned to the 2nd grade to demonstrate a fish dissection. 4th graders who met their reading goal enjoyed a family night out at Mrs. King’s Read ‘n Rec night. There was a great turn out for the event. All who attended enjoyed 30 minutes of reading, snacks, a lively game of capture the flag (mostly parents vs. mostly kids), and probably some parents with sore muscles. Students enjoyed another successful book fair during parent teacher conferences last week. Conferences were walk in and not scheduled this time. We had approximately 61% attendance.

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Administrative Report for Jr./Sr. High School – Bill Blevins

Principal Blevins discussed the following topics: Prom Fifty-seven students attended prom this year at the Grass Valley Pavilion catered by Paradise Rose. There were no incidents and while the event was scheduled to last until 11:30, most departed by 10:30.

Smarter Balanced Assessment Field Test We have begun the field test for Smarter Balanced Assessment. Tests will most likely require 5 class periods for each of the two tests. Students will be only taking one assessment this year. Although we will not see any data from these tests, it will give our students a glimpse of what they will be taking next year that will count on our state report card and for graduation purposes.

Grade Subject Non

Performance

Task Activity

in lab

Classroom

Performance

Activity

Subject in

classroom

Classroom

Activity

Date

Performance

Task Activity

in lab

Period

Completed

7th Math April 8-9 South Pole April 14 April 15-16 4th

8th Math April 8-9 Baseball April 14 April 15-16 3rd

9th English May 6-7 A New Kind of

News

May 12 May 13-14 6th

10th English May 6-7 A New Kind of

News

May 12 May 13-14 3rd

11th Math April 8-9 Teen Driving

Restrictions

April 14 April 15-16 1st

ORVED / Online Classes We have received a notification of intent to renew the charter agreement between ORVED – East and Sherman County School District. Some specific concerns of mine were addressed by the Executive Director, Paul Peterson.

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How long should it take for a student’s question to be answered through email? Instructors are to respond within 24 hours to students. Are they making personal contact with the student and parents? Each student is to have 2 two-way communications with each of their teachers every week. Those conversations should include parents. Are instructors required to have set “office” hours when they are supposed to be available? Each instructor sets their own office hours. Many students and teachers schedule their weekly visits accordingly. Can we enroll students immediately rather than waiting for you to enroll on Thursdays only? Yes Agreed to 24 hour timeline

Teacher for these students. Bill thought counselor was doing that. Blevins explained he is only here 2 days per week. And he can’t always help with the academic questions. CGCC classes their response time is quick and communication is through email. ORVED currently offers the following Advanced Placement classes:

AP Calculus AP Human Geography AP Psychology

AP Statistics AP U.S. History AP English Literature & Comp.

AP Biology

Mr. Husky Mr. Husky came back this year thanks to three freshman and two seniors and the leadership of Gail Macnab. More than $950 was raised through the event which will go towards scholarships for post-secondary experiences.

Class of 2014 The class of 2014 is down to 11 students which includes one online student. We had a senior transfer.

Invention Convention The Invention Convention started back in 1998 by Kathy Thompson while at North Sherman Grade School. On March 20th, Students showed off the creations to fellow students and staff in the afternoon and to the public on the evening.

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The Wasco Annex is almost cleaned out. The paper is out and stored at the high school. The science

supplies are being gone through. There are a couple tables left. Some of the tables were moved into the

elementary computer lab. Paint still needs to be gone through.

Three jobs have been posted and are set to close April 30th. The postings are a Math and Science

Teacher with other Endorsements, Spanish with other Endorsements especially Art or Drama, and a

Public Library Director/School Library Media Assistant II. Principal Blevins handed out a worksheet

showing the full-time equivalent comparison of certified staff at the high school last year, this year, and

what he proposes for next year. It also shows classes that he would like to see added. Chair Martin

would like to see the FTE broken out and together by school. Business Manager McKinney will get this to

the board. Chair Martin would also like to know what the priorities are and what FTE would teach each

class being offered. He advised that this would be helpful to know during the budget process. He would

like to see the electives be kept well rounded to benefit a broad range of students. Principal Blevins feels

art and STEM will appeal to a range of students. Principal Blevins will provide the board with a “draft of

the master” schedule.

UNFINISHED BUSINESS

2014-2015 School Calendar Clarified wording was added to the conference schedule. Motion by Vice Chair, Angie Thompson with second from Director, Liz Mills to adopt the 2014-2015 School Calendar as presented. Action: The motion carried unanimously.

Video Surveillance Policy

This is the second reading of the policy. There was brief discussion regarding item eight of the ECAC/EEACCA-AR policy that addressing the retention of the recordings. Mr. Stucky reviewed the policy and no changes were needed. Motion by Director, Kyle Blagg with second from Vice Chair, Angie Thompson to adopt the Video Surveillance Policy Code: ECAC/EEACCA and ECAC/EEACCA-AR as presented. Action: The motion carried unanimously.

Superintendent Search

The board reviewed the revised Qualities and Qualifications for Superintendent. In a prior meeting the board decided to remove the verbage “willing to live in the community”. Motion by Director, Liz Mills with second from Director, Kyle Blagg, to adopt the amended Qualities and Qualifications for Superintendent as modified on April 1, 2014, as presented. Action: The motion carried unanimously. The timeline for the Superintendent Search was reviewed and it was decided to move forward using the April 17th closing date.

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Discussion took place on how the Screening and Interview committees would be set up.

NEW BUSINESS

The Dalles Wrestling and Cross Country Co-op Principal Blevins informed the board that two students submitted letters of interest for sports that we don’t offer – cross country and wrestling. They have requested to co-op with The Dalles High School. Discussion commenced regarding the schools obligations and liabilities. The board inquired about policies on the minimum number of athletes in order to offer a sport and if this could be approved yearly as this could take away from the district offers. The board decided to table the issue as they would like more info on policy and language from a previous equestrian co-op. The board also requested that the district check with Greg Colvin on liability issues.

COMMENTS FROM VISITORS None received.

EXECUTIVE SESSION

The board went into Executive Session at 8:55 p.m. under ORS 192.660(2)(a) Superintendent Search, ORS 192.660(2)(b) Personnel, and ORS 192.660(2)(d) Negotiations. Return to Open Session at 10:20 p.m. It was the consensus of the board to follow the original Superintendent search timeline. This will close the position on April 17th, the applicants will be screened on April 18th, and interviews will occur on April 23rd.

CLASSIFIED AND CONFIDENTIAL CONTRACT RENEWALS Motion by Vice Chair, Angie Thompson with second Director, Liz Mills to offer contracts for the 2014-15 school year to the amended list of Confidential and Classified Employees. Action: The motion carried unanimously.

FUTURE AGENDA ITEMS, CLOSING COMMENTS, AND UPCOMING EVENTS

None noted

NEXT MEETING Next regular board meeting, May 12, 2014.

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ADJOURNMENT There being no further business, Chair Martin declared the meeting adjourned at 10:30 p.m. ___________________________________ ________________________________ Chair, Bill Martin Board Secretary, Jennifer Berry