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Adrian School District #61
Adrian, OR 97901
Board of
Directors Meeting Minutes
July 8, 2010
The Board of Directors of
Adrian School District #61, Malheur County,
met on the 8th day of July, 2010, at 8:00 p.m.
in the Adrian School Library.
Members present were: Paul Shenk, Neil
Allison, and Ryan Martin.
Casey Walker and Jake Speelmon were
absent. Others present were:
Gene Mills, Superintendent/Clerk; Darla
Witty, Deputy Clerk/Business Manager; Kevin
Purnell, High School Principal; and Bill
Ellsworth, Elementary School Principal.
1)
Call to Order
The meeting
was called to order by Board Chairman, Neil
Allison, at 8:00 p.m.
The meeting was opened with the Pledge of
Allegiance.
2)
Adopt Agenda
Motion was
made by Paul Shenk and was seconded by Ryan
Martin to adopt the agenda as presented.
Motion carried unanimously.
3)
School Board Organization
and Annual Procedural Business
a)
Elect Board Chairman and Vice –
Chairman
Motion was made by Paul Shenk and was
seconded by Ryan Martin to elect Neil Allison as
Board Chairman. Motion carried unanimously.
Motion was made by Ryan Martin and was
seconded by Neil Allison to elect Paul Shenk as
Board Vice-Chairman.
Motion carried unanimously.
b)
Designations
Motion was made by Paul Shenk and was
seconded by Ryan Martin to designate the
following:
-
Chief
Administrative Officer and Clerk
- Gene
Mills
-
Deputy Clerk/Business
Manager – Darla Witty
-
Custodian of Funds, Darla
Witty, and authorize Gene Mills and Neil Allison
as co- signers, with two signatures required on
the US Bank checking account, to authorize no
second signature on the Scholarship Fund account
at Sterling Bank, and to authorize Kevin Purnell,
Stephanie Allison, and Madison Purnell as
authorized signers on the Student Body Accounts
at Sterling Bank, with two signatures required.
-
to set the borrowing limit
for the custodian of funds, at $75,000,
-
Budget Officer,
Darla Witty,
-
Official Auditors, Seydel,
Lewis, Poe, Moeller, and Gunderson, LLC. of La
Grande,
-
Regular monthly board
meeting as the second Thursday of each month at
7:00 p.m. Mountain Standard Time and 8:00
Mountain Daylight Savings Time, in the Adrian
School Library.
-
Depositories for District
Funds
US Bank, Checking Account and Bond
Proceeds,
Local Government Investment Pool,
Investment Account,
Sterling Bank Scholarship Funds, and
Sterling Bank, Student Body Fund Accounts
-
Legal Counsel, none
designated
-
Asbestos Program Manager,
John Gordon, and
-
Insurance Agent of Record,
Ray Waldo, of Field-Waldo Insurance.
Motion carried unanimously.
c)
Set Fidelity Bond Amounts
Motion was made by Paul Shenk and was
seconded by Ryan Martin to set the crime
coverage at $1,000,000 for Employee Dishonesty/
$500,000 forgery and alteration as provided in
our general insurance package.
Motion carried unanimously.
d)
Adopt Inter-fund Borrowing Resolution
Motion was made by Ryan Martin and was
seconded by Paul Shenk to adopt Resolution
10-11-1, Resolution for Interfund Borrowing.
Motion carried unanimously.
e)
Authorize Superintendent to apply for
Grants
Motion was made by Paul Shenk and was
seconded by Ryan Martin to authorize the
superintendent to apply for grants.
Motion carried unanimously.
f)
Determine Open Accounts
Motion was made by Paul Shenk and was
seconded by Ryan Martin to approve the open
accounts as listed.
Motion carried unanimously.
g)
Appoint Budget Committee Member –
Zones # 1 & 3
This item will be done in August.
h)
Authorize Superintendent and Deputy
Clerk to pay bills untimely with the board
meeting
Motion was made by Paul Shenk and was
seconded by Ryan Martin to authorize the
Superintendent and Deputy Clerk to pay bills
untimely with the board meeting,
Motion carried unanimously.
4)
Student and Personnel
Communications
a)
Student Reports/Requests
There were
none.
b)
Staff Reports/Requests
There were
none.
c)
Elementary Principal Report
Mr. Ellsworth
reported that our summer school program included
5 elementary students and 10 high school
students for a total of 15 students.
There is currently a two week Creative
Writing Class in progress that is being taught
by Emma Gordon.
Mr. Ellsworth expressed a thank you to
Cindy Bennett who has come in on her own time to
keep the reader board up to date.
The 4th of July Community
Breakfast was successful, and Mr. Ellsworth
thanked Mr. Purnell for stepping in to help in
his place.
Malheur Summer Institute is coming up at
the end of the month.
d)
High School Principal
Report
Mr. Purnell
reported that the International Club had
returned from their trip and it went smoothly
and was successful.
Sunday the ASB officers left for
Leadership Camp at Western Oregon
University in Monmouth.
Seven boys attended Northwest Basketball
Team Camp.
The schedule is complete for the most
part.
Mrs. Gordon taught summer school this
year, four students have recovered credits and
three more are still in progress.
Mr. Purnell commended her on how hard she
worked at getting kids here for summer school.
e)
Superintendent Report
Mr. Mills
reported that Malheur Summer Institute, a
county-wide staff development opportunity, will
be held in Nyssa on July 26th through
30th.
July 27th and 28th
there is an Eastern Oregon Administrators
Conference in Pendleton, and July 30th
is the Flying Buffalo Retreat, also known as the
county superintendents’ annual planning meeting.
Bryan Mikkelsen has been working in the
weight room and it is shaping up nicely.
f)
Financial Report
Darla Witty
presented a preliminary financial statement and
summaries of receipts and expenditures for June
30, 2010.
The bank statements have not been
received and there are a number of items still
open at this point.
She estimates the general fund ending
fund balance will be around $717,000. She
reviewed the other fund balances and explained
that she had recategorized some expenditures so
the Capital Projects Reserve fund will end with
a balance, which is unexpected, but necessary as
the appropriation for that fund was less than
the funds available in that fund and if we spent
all of the funds available we would have a
budget violation.
5)
Public Comment
There were
none.
6)
Consent Agenda
Darla Witty
requested the board correct the June 10, 2010
minutes by adding the statement, “Motion was
made by Casey Walker and was seconded by Jake
Speelmon to move Elizabeth Martin and Kelsey
Zimmerman to full-time.
Motion carried unanimously.” to action
item f. Staffing Changes on page three of the
minutes, as it was inadvertently not transcribed
from the notes.
Motion was made by Paul Shenk and was
seconded by Ryan Martin to correct the June 10,
2010 minutes as requested and to adopt the
minutes as corrected and to approve payment of
the bills as listed in the amount of
$151,111.08.
Motion carried unanimously.
7)
Action Items
a)
Offer Work Agreement
Mr. Mills
recommended a classified work agreement be
offered to Denise Ashton as Cook.
Motion was made by Ryan Martin and was
seconded by Paul Shenk to offer the work
agreement as recommended.
Motion carried unanimously.
b)
Ratify Agreements and Set Salaries
The
board is eliminating the Cook’s Helper position
and changing the Head Cook to Cook, and changing
the salary schedule to reflect this.
Since the agenda went out the License
Staff also settled their Master Contract so Neil
Allison recommended the Board ratify the
Classified and Licensed Staff Agreements and to
set Julie Morton’s salary at a 3% increase and
the insurance cap at $950/month and all other
provisions to remain the same.
Motion was made by Paul Shenk and was
seconded by Ryan Martin to ratify the Agreement
between the District and the Adrian Classified
Employees Association and the Agreement between
the Adrian School District #61 and the Adrian
Education Association, and to set Julie Morton’s
salary and benefits as recommended.
Motion carried unanimously.
Neil Allison stated that he had not
received a reply from John Gordon and asked the
board if they would support putting out an
agreement to him based on the board’s offer.
There were no objections to this.
8)
Information Items
a)
Science Room Remodel
Project Update
The
science room is ready to begin, the chemicals
have been discarded and construction is
scheduled to begin next week.
b)
Handbooks
Mr. Purnell
is working on handbook revisions that will
tighten up the cell phone policy and tighten up
the ability to keep an eye out for drugs by
stating that bags need to be left in the lockers
instead of packing their bag around all day.
He had other housekeeping items such as
changed class advisors and the new mission
statement.
9)
Board Comments
The Board
commented that the grounds are looking nice.
10)
Executive Session as
provided by ORS 192.660 was not needed.
11)
Adjournment
Motion was
made by Ryan Martin and was seconded by Paul
Shenk to adjourn the meeting.
Motion carried unanimously.
The meeting was declared adjourned at
8:50 p.m.
Recorded
by:_____________________________________________________
Deputy Clerk
Adopted:__________________________________________________________
Resolution for Interfund Borrowing
WHEREAS, the
Adrian
School District
#61 wishes to co-mingle funds in a single
checking account,
WHERAS, federal, state, and
other receipts may not be timely with cash flow
needs for expenditures,
BE IT HEREBY RESOLVED, to
borrow money from the general fund to meet the
cash flow needs until the receipts arrive from
the funding source.
Adopted:___________________________________
_____________________________________
______________________________
Board
Chairman
Clerk
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