OFFICIAL MINUTES
ESTACADA SCHOOL DISTRICT BOARD OF DIRECTORS
Wednesday, January 14, 2004
6:00 p.m. – Audit Workshop - An audit workshop was held at 6:00 p.m. in the high school choir room. Present: Directors Steve Crosby, Mark Greene, Danny Scott, David Bugni, Superintendent Mike Call, Business Manager Donna Cancio and recording secretary Jeanie Pinkerton. Directors Lauri Hull, Richard Bodreau, and Dan Harding were absent. Bill Barker of Talbot, Korvola and Warwick, the district’s audit firm, presented the 2002-2003 audit to the Board of Directors. This is the first year of the GASB 34 audit process so the audit looks different this year. The workshop ended at 6:57 p.m.
7:00 p.m. – Executive Session – The Board of Directors convened executive session at 7:00 p.m. in the high school choir room. Present: Directors Steve Crosby, Mark Greene, Danny Scott, David Bugni, Lauri Hull, Richard Bodreau and Dan Harding; Superintendent Mike Call, Assistant Superintendent Howard Fetz, Business Manager Donna Cancio and recording secretary Jeanie Pinkerton. According to ORS 192.660 1b, personnel was discussed. The executive session ended at 7:25 p.m.
7:30 p.m.- Public Meeting – Present: Directors Steve Crosby, Mark Greene, Danny Scott, David Bugni, Lauri Hull, Richard Bodreau and Dan Harding; Superintendent Mike Call, Assistant Superintendent Howard Fetz, Business Manager Donna Cancio, recording secretary Jeanie Pinkerton, the principals, staff, students and citizens.
High School Report – Jill Lewis and Lisa Ricci reported to the Board on high school activities which included, a “Penny War,” drama club auditions, the Snow Rider Club trip to the mountain, student council Tri-Valley competition, winter formal, and the hygiene drive (collection of hygiene products for the needy) in association with the Red Cross.
Public Relations – Kevin Olds presented and discussed an outline and timelines of the public relations activities he has planned for the 2003-2004 school year.
Bond Update – Ken Andrews of Milstead and Associates gave an update on the corrected list of bond items to be completed at the schools. He said we are scheduling a final architect’s punch list on the 28th of this month. That should lay the punch list at Clackamas River to rest. The bio swale issue will be taken care of when the weather changes in the spring. When the weather permits the roof will be removed to install new flashings, and then the roof will be reinstalled to address the leak in classroom B4. We have a meeting tomorrow at 8:30 a.m. with everyone involved regarding the heating at Clackamas River. Also the River Mill situation - Mr. McMichael has been made aware of this.
Mr. Call asked about the parking lot. Mr. Andrews said Dale Kykendahl is aware of this and will look into this again tomorrow. Paul Raines said the sprinkler system was not turned off. Also, the spring might be contributing to it. At the junior high, Rob Henry and Dale Kykendahl have the information and are trying to resolve. The unit ventilators – Interface used similar units at Scappoose and readings were taken and compared to the junior high. We corrected the problem with baffles in room 113 and we will correct the problem in other areas at no cost to the district. The other option is to go to the specified ventilators, which would take six to ten weeks, and there could be other problems. For now the baffle solution is the way to go. Mr. Bodreau asked if this is a band-aid for the problem? Mr. Andrews responded that it was approved by the mechanical engineer and is not a temporary fix. Mr. Bugni asked that Mr. Mc Michael be asked about the long term operating cost due to the baffle solution. Mr. Andrews said the remaining items are warranty items and will continue for the next six to eight months. Mr. Olds asked about the swaying light fixtures. Mr. Andrews said he would bring that up in the meeting tomorrow. Mr. Espenel asked how long before a permanent fix for the water issue. Mr. Andrews responded it would be the first of February.
Tony Walters reported that some rooms not getting enough heat at River Mill. We’ll take a look at this tomorrow. The remodeled area of the Eagle Creek library seems to be too cool and we’ll look at that too. The landscaping is not done, but we still have retainage for Merrill. The library doors are supposed to be in this week or next week at Eagle Creek. We will do a walk through with the principals, Paul Raines and Mr. Call before school ends. The warranty ends in September, but the contractor is responsible up to seven years. When a problem has been corrected, then the warranty begins there.
Dr. Fetz asked if the ADA issues had been attended to? Mr. Walters said we haven’t discussed those issues any further with Mr. Call. There are some serious concerns and we need to talk about it.
Mr. McKendry asked when the emergency light protectors would arrive for the high school. Mr. Walters said they would be hand delivered next Wednesday.
Mr. Harding asked if the lights on the high school walkway could be put on a timer so they are off during daylight hours? Mr. Walters said there is a way, but it’s not per contract. Mr. McKendry said the time block needs to be replaced.
Mr. Call asked about furnishings and cabinets. Mr. Walters responded that Inside Oregon would take care of everything by February. Mr. Espenel and Mrs. Rhue have inquired about extra furniture and we would like to include that and have everything in one delivery.
Director Scott distributed some photos of Eagle Creek bond projects. Mr. Walters said the music room door has been ordered. Mr. Scott asked abut the holes in the walls in the computer room where the atomic clock is supposed to go. Mr. Call said the company has promised to direct us on solutions for those atomic clocks that do not work. Mr. Scott said there are no lights in the display closets because the electrical was not reconnected. Mr. Walters said they are going to be rewired. Mr. Scott asked about the trim outside the library. Mr. Walters said he is still looking into this. Mr. Scott said the fire doors are unprotected and already starting to get chipped. Mr. Call said given the age of the wainscoting it might be impossible to match. Maybe we need to fix the chips and put a protective edging on. Mrs. Jaqua said the new wainscoting does match. Mr. Scott asked about the paint bubbling in the covered play area. There was discussion on whether this was bubbling or paint drips. Mrs. Jaqua said the map drawer case has never arrived. Mr. Call said we know where it is. Mr. Espenel asked about the protective covering for the science tables. Mr. Walters said it would have to be done on a Friday after kids leave because the odor is very strong.
Mr. Andrews said the $42,000 change order includes $24,000 for lights at Clackamas River which was not in the original GMP.
KPI Reports – Each of the principals presented the annual Key Performance Indicator reports for his/her school.
Budget Committee Appointments 1. A motion by Mr. Crosby, seconded by Mr. Bodreau, to appoint John Croghan, Lolita Rose, Brian Woodruff and Karla Marvich to the vacant budget committee positions, was unanimously approved.
Positions: Zone 3/John Croghan, Zone 5/Karla Marvich, At Large/Lolita Rose (full 3 year term), At Large/Brian Woodruff (2 years to complete term).
Hearing of Citizens – There were no citizen comments.
Policies – Second Reading 2. A motion by Mr. Crosby, seconded by Mr. Greene, to approve the second reading of Policies IMB, IL, and IKAB was unanimously approved.
Change Order 4. A motion by Mr. Crosby, seconded by Mr. Bodreau, to approve Change Order #9 as presented was unanimously approved.
Audit Report 5. A motion by Mr. Crosby, seconded by Mr. Greene, to approve the 2002-2003 audit report as presented was unanimously approved.
SUPERINTENDENT’S REPORT
Superintendent Call reported that we had four days of emergency closure due to weather and road conditions. We are in compliance with state mandated hours of instruction without making any of these hours up. The Board has the latitude to make up some, all or none of the hours lost. Mr. Call said he had requested that the Board not add days to the end of the school year. He said he would present other options to the Board for their consideration. Mr. Call asked the Board to reschedule the policy meeting we missed during the emergency closures. The Board agreed to meet for policy on January 21, 2004 at 6:00 p.m. Mr. Call said we currently have PowerSchool access available for parents. However, not all teachers will have grades listed yet. All teachers will be required to have grades listed beginning with the third trimester. Parents are required to come to school to sign a form for a PowerSchool password. We have been able to accelerate the K-12 curriculum project. We will have the entire curriculum by Friday and we will begin the alignment. We hope to have it ready before the OER day in February. We will have it on the website and work with it for the balance of the school year. The central office remodel project included some handicap accessible doors. When we postponed the central office project it left us with this essential piece needing to be done. We have gone ahead with that.
Business Office Report – Mrs. Cancio reviewed the fiscal reports included in the board packets. She said if measure 30 fails it’s not going to cause us to take serious measures. We are in a good financial position. We didn’t budget the full projection of state funding which will help us. She said the second quarter enrollment is the same as the first quarter – 2,327 students.
Board of Director’s Reports – Mr. Crosby said he met with Randy Ealy about the alumni committee. He said he needs some assistance. He will meet with Mr. Lewis for information he needs. Mr. Scott offered to take photos of any punch list items at any of the schools if the principals would like him to do so.
Hearing of Citizens – Mr. McKendry said OSEA sponsored “Christmas for Kids” and helped 500 kids have a merry Christmas.
The meeting adjourned at 10:35 p.m.
1. Budget Committee Appointments
2. Second Reading/Policies IMB, IL, and IKAB
3. First Reading/First Half of Section I
4. Change Order #9
5. Audit Report – 2002-2003
________________________________ ______________________________
David Bugni, Chairman Michael Call, Superintendent
Board of Directors Estacada School District
Jp/minutesjanuary2004