Taskforce Minutes
Ontario Facilities Task Force
May 7th Meeting Minutes
+ Ralph Poole updated the task force on discussions he has had with possible contractors of May Roberts addition and concerns raised about how that project is proceeding. Concern is that if the May Roberts and Aiken projects are not perceived to have been done as efficiently and cost consciously as possible that public opinion could sour just before our proposal would go before them.
+ Darci Payne shared a grant opportunity with the group regarding funds for security upgrades and enhancements from the Dept of Homeland Security. Michelle G volunteers to talk with Ontario Police Dept about grant.
+ Doug Dean updated group on alternative funding options and discussions he has had with state and local officials / businesses about possibilities. Ken Hart volunteered to put Doug together with representatives of Senator Smith’s office on possible Dept of Ag funds.
+ Ben Peterson updated us on conversations with Argus regarding placement of articles as well as cost of survey insert. Motion was made and unanimously approved to spending $1,400 to have an insert with results of our survey in an upcoming edition of Argus.
+ David shared the latest estimate on a phase II from Higgins and Assoc. It was noted that it would be good to have Higgins out one more time to refine numbers with the group and to make sure that we have not double counted some repairs (i.e. roof repairs, etc.). David was going to work with Higgins to get a revised estimate. It was also agreed that $100K would be put in to the May Roberts and Aiken proposal to address bus drop off safety issues at those locations.
+ A possible meeting with the 8C School Board was discussed with the conclusion reached that we were not ready yet to address that group officially at this time. Members of the committee agreed to individually update members of the School Board on our progress to date. Decision was to use our upcoming meeting (May 14th) to work on official proposal.
Meeting adjourned.
Schools Facilities Task Force
Meeting Minutes Wednesday, April 9, 2008 Present:
Co-Chairs: David Cox (presiding) Members: Ben Peterson, Jose Delgado, Michele Grimaldo, Darci Payne, Colleen Casteel, Audrey Jacobs, Dawn Tichenor, Dana Tichenor, Sue Hathaway, John Taggart, Ben Grimaldo
School Board representative: Superintendent Carter
Next meetings: Regular: Wednesday, April 23, 2008; 7:00 p.m.; 8C Meeting room
HIGGINS PLANNED PROJECT COSTS 1 – DAVID COX
David presented a packet of cost tables comparing “Warm, Safe & Dry“ costs to a scenario including: 1.) moving the 6th grade from OMS to the elementary schools, 2.) building a new 7th & 8th grade facility on the current OMS site, and 3.) building a science & technology wing at OHS.
HIGGINS PLANNED PROJECT COSTS 2 – DAVID COX
David presented a second packet of cost tables for a scenario including: 1. Modernizing one OMS building to house 6th grade only, 2.) building a new 7th & 8th grade facility on the current OMS site, 3.) modernization projects (no new space) to all elementary schools, and 4.) partial renovations + science additions at OHS.
FERNANDEZ BOND RATE INFORMATION – DENNIS CARTER
Dr. Carter presented a very interesting informational piece on General Obligation Bonds and the impact of amortization. He compared the value of several levy rates over 10 and 20 years. MISC. It is looking like Phase I is defining itself based on budget, Task Force research and community input. It will be vital to have as many Task Force members as possible in attendance at our next meeting, April 23rd, as we will be coming to conclusion on many important components of our Proposal. Since our aim is to come up with a 20 year plan, David Cox agreed to write and circulate a draft for Phase II of our proposal. Conversation was held concerning closure of the road (SW 2nd) running through the OMS campus. Dr. Carter informed the group that a recommendation would need to be made to the School Board by the Task Force. Then, the School Board would make a formal request to the City. Darci Payne and Ben Peterson volunteered to draft a recommendation to the School Board. Meeting adjourned at 9:15p.m.
School Facilities Task Force
Wednesday, March 26, 2008 Meeting Minutes
Present: Co-Chairs: Ralph Poole (Presiding ) and David CoxMembers: Chad Hartley, Jim Petterson, Ben Peterson, Dana Tichenor, Dawn Tichenor, Darci Payne, Audrey Jacobs, Colleen Casteel, Sue Hathaway, Jose Delgado
Meeting started at 7:15 pm at the Ontario School District Meeting Room on March 26, 2008. Ralph Poole conducted the meeting. Discussion was opened with each member present sharing his/her idea for a long term plan. Each idea was recorded and displayed for everyone’s review. The group continued to brainstorm ideas for each school and discussion ensued regarding funding. Darci Payne has these original lists. A general consensus was made that our final plan(s) would include 2 short term (most likely 10 years each) plans that would make the final plan more affordable and address the most pressing needs first. After much discussion, a 2-phase plan was drafted for the high school, middle school and elementary buildings. This draft still needs further planning, cost analysis and revisions. Further, we believe that we should present 2 or 3 plans with different costs to the public. This will give them the chance to decide on what they feel is the best for our community. David Cox will contact Richard Higgins to see if he may be able to attend our next meeting to help with the associated costs to our draft plan. The next meeting is tentatively scheduled for April 9, 2008 at the Ontario School District Office at 7:00 p.m. This is based on Richard Higgins available schedule. The meeting was adjourned at 9:30 p.m.
PHASE I (1-10 years) ONTARIO HIGH SCHOOL
Build a new, one story wing at the front of the school along Idaho Avenue. This would house 6 classrooms and one library. Replace all old windows. Replace HVAC. Give the school a general exterior face lift. **This would allow the vocational/technical special education, ESL, etc. classes to move into the building currently occupied by the labs and instructional classes. **We would encourage the district to purchase property around the perimeter of the school (especially the North side) as the property and money becomes available. This would allow for further expansion of the school as necessary.
ONTARIO MIDDLE SCHOOL
Build a new building designed for expansion to house either a) 7th and 8th grade, or b) the 6th grade and administration offices (keeping 6th grade self-contained). Lease the Challenger building (ideas might be Boys & Girls Club, City of Ontario, etc.) Move the bus lanes to the north side of the property. Close 2nd Avenue.
ELEMENTARY SCHOOLS
Make Alameda, Cairo, and Pioneer Schools fit the DLR Report of Warm, Safe, and Dry (Aiken and May Roberts are excluded because they have already received some additions and improvements)
PHASE II (11-20 years) ONTARIO HIGH SCHOOL
Build a new gym/cafeteria/auditorium space. Make a concession/lunch area (similar to colleges) to keep students on campus.
ONTARIO MIDDLE SCHOOL
Move the 6th grade as deemed necessary after review of space in new buildings, or build additional new space for holding 3 grades at the school if they are not moving to the elementary schools. Lease the Challenger building (ideas might be Boys & Girls Club, City of Ontario, etc.) Move the bus lanes to the north side of the property. Close 2nd Avenue.
ELEMENTARY SCHOOLS
Move 6th grade to elementary school if deemed necessary after review of space accommodations at middle school. In this plan, no district schools would be closed.
Schools Facilities Task Force Meeting Minutes: Wednesday, February 13 , 2008
Present: Co-Chairs: Ken Hart (presiding), David Cox, Ralph Poole Members: Ben Peterson, Daniel Navarette, Michele Grimaldo, Darci Payne, Colleen Casteel, Audrey Jacobs, Dawn Tichenor, Dana Tichenor, Doug Dean, Jim Petterson, Sue Hathaway, Chad Hartley, and Kathy Urrea.
School Board representatives: Superintendent Carter
Public: John Taggart
Next meetings: Regular: Wednesday, March 19, 2008; 7:00 p.m.; 8C Meeting room
Richard Higgins of the DLR Group reviewed the report which was developed after the Bend facilities workshop attended by Task Force members last year. The finished report outlined the cost of the three options that were discussed at the Bend meeting. Richard also walked the group through how the “budget” for each option was computed and highlighted the “what if“ nature of the excel workbook that we could use to try future configurations and plans. We also discussed the option of having Richard come back as a possibility in the future to possibly assist in public meetings to explain various budget models. Survey Update: A little over 600 surveys have been turned in to date. The TVCC leadership group has agreed to compile the survey results for the Task Force utilizing an on-line software tool purchased by the Task Force. The goal is to have all the survey data input in to the data based for future analysis by the end of February.
Argus Articles
Ben Peterson noted that the most recent Task Force article authored by Sherri Hironaka appeared in today’s paper. Due to the delay in getting the article in, the following is the revised top and due date list:
Ken Hart – 2/29 Bend trip report / DLR group findings
David Cox – 3/15 Survey results Open – 4/1
Open discussion: It was discussed that we would hold off on additional community group presentations until we had the survey results in hand and have had a chance to determine what our next steps will be. It was also suggested that the number of “presenters “ be limited to outside groups to ensure we have a consistent message.Next meeting will be held on March 19th.
Meeting adjourned at 9:00p.m.
Schools Facilities Task Force
Meeting Minutes Wednesday, January 16, 2008
Present: Co-Chairs: Ken Hart, David Cox (presiding), Ralph Poole Members: Ben Peterson, Jose Delgado, Daniel Navarette, Michele Grimaldo, Darci Payne, Colleen Casteel, Audrey Jacobs, Dawn Tichenor, Dana Tichenor, Doug Dean, Jim Petterson
School Board representatives: Superintendent Carter, Sherri Hironaka
Next meetings: Regular: Wednesday, February 13, 2007; 7:00 p.m.; 8C Meeting room
I. School Improvement – Sherri Hironaka
Sherri Hironaka, Director of School Improvement, presented an overview of the current School Improvement program. The main focus of the first few months of school was creating the School Improvement Plan as required by the State of Oregon. The most pressing need in our schools is not just for more space but the type of space that fits the need of today’s educational demands. Programs such as Reading First require small group, intensive study space. The fact that all state testing is now online consumes computer lab time. Increased parent involvement programs have created a need for space for the coordinators. Added instructional assistance personnel requires space for these educators to ‘hang their hat’ and do their work. Top priorities on the District’s Continuous Improvement Plan for 07-09 are Reading Literacy, Writing and Math. Other components of Sherri’s position are grant management, the ESL program, professional development, and more.
II. May Roberts Remodel Design – Dr. Carter
Dr. Carter has been working with the architects to develop a plan for the May Roberts expansion. He presented the plan to date, and asked for the support of the Task Force to add two minor items to the plan. Expanding the office and fixing a security risk at one of the entrances would easily fit into the current plan. A motion was made by Jim Petterson to accept the revised plan, seconded by Darci Payne and unanimously supported by the rest of the Task Force.
III. Patron Survey – Michele Grimaldo & David Cox
The goal of the Task Force survey is to give every household and every voter the opportunity to voice their opinion on the future of Ontario School Facilities needs. To accomplish this goal, we initially thought appx 5,500 surveys would go out. After receiving the lists of households and voters, the number is 8,580. We are running a week behind schedule, but the survey will be mailed out no later than Tuesday, Jan. 29. The Thursday afternoon work session group, which consists of Colleen Casteel, David Cox, Diana Garcia, Dawn & Dana Tichenor, Audrey Jacobs and Michele Grimaldo, is working on contacting our local churches to help promote return of the surveys. Danny Navarette is also helping with this effort. Diana has agreed to be our contact if people need to request the survey in Spanish.The surveys that go out in the mail will have postage paid reply envelopes, however, after the account set-up fee, we will only be charged for the number of surveys returned in the envelopes. This reply envelope is actually set up for the District, so that they may use it if needed over the next year, making better use of funds. David Cox, Chad Hartley, and John Taggart are working on the logistics of compiling results from the survey. One idea is to have the Leadership students at OHS input data.
Doug Dean and David Cox will be speaking at Kiwanis Jan. 30, and members of the Task Force will be speaking to City Council February 4.
IV. Argus Articles – Ben Peterson
Ben handed out a timeline of Articles that are to be published in the Argus. Every two weeks, the Argus will publish a 300 word article submitted by the Task Force. Gentry Ford has graciously donated some of its advertising space on the Argus Observer’s webpage. This ad will provide an active link to our website and would have cost the Task Force $200 a month. The space is also large enough to allow for additional content and can be modified and updated as needed. The Argus quoted us a cost of $977 to place a 4 page insert into the paper and ‘Reminder’ (a total of almost 6,000 copies). All of the information needed for this insert has been prepared. Because we are aiming to mail the surveys at the end of January, Ken and I thought this insert should run around Jan 24th in the Reminder and in the Argus on Jan 27th. This would give the public a preview and time to think about their responses and to let everyone know the survey is coming. We will need Task Force members to author these articles. If you are interested in working on this project, please let us know and we will work with you to make sure you have ample time to complete your article and so we can coordinate topics.
V. Resignation of Marc Wilson
VI. MISC. Budget. The significant increase in the number of surveys has caused costs to exceed our budget. After discussion over future expectations and the substantial amount of in-kind contributions we have received, it was decided that it would be reasonable, and necessary to request additional funds from the School Board. We will request an additional $5,000, bringing the total budget to $15,000. Bend results. Co-chairs will work with Dr. Carter to obtain the results of our conference in Bend, and get those results presented to the group.
Meeting adjourned at 9:40p.m.
Schools Facilities Task Force
Meeting Minutes Wednesday, December 12, 2007
Present: Co-Chairs: Ken Hart, David Cox (presiding) Members: Jim Petterson, Jose Delgado, Kathy Urrea, Sue Hathaway, Michele Grimaldo, Dawn Tichenor, Dana Tichenor, Ben Peterson, Daniel Navarette
School Board representatives: Superintendent Carter
Next meetings: Regular: Wednesday, January 16, 2008; 7:00 p.m.; 8C Meeting room
I. Fruitland school open house A number of Task Force members had a chance to tour new facilities in Fruitland. The space was very impressive. It was noted my several teachers that the lack of common space was an issue with the new space. The school principal is open to taking others on tours in the future.
II. Survey update Surveys were sent out to elementary school faculty and staff. Surveys are back in and are in the process of being tabulated. Community survey will not go out to the public until early next year (Michele Grimaldo handed out a copy of the survey). Work is underway to have the survey and our information pieces translated in to Spanish. The voters list for the school district area has been purchased from the County and Holy Rosary Medical Center has agreed to purchase and print 10,000 envelopes that could be used to send out / or return mail surveys. There was additional discussion about how to get the survey out including a more personal touch by taking surveys to every residence in the area.
III. Task Force Update Articles Two articles have been run in the Argus to date from the Task Force (the second one was cut short due to an editing error). Michele Grimaldo and David Cox agreed to draft the next two articles focusing on the Bend informational trip and the surveys.
IV. Free media Ben Peterson and Ken Hart will visit the Argus to explore the cost of purchasing routine reminder spaces to get the public to visit the blog site and update the public about Task Force plans. There has been some frustration with using only free media since we can not dictate timing of articles so they will explore other options.
V. Capital/maintenance spending and budget overview by Dr. Carter Dr. Carter provided a detailed list of capital and maintenance spending by the District for the past several years. He also highlighted the staffing levels over the past several years needed to maintain both physical and technical investments throughout the district. He ended his presentation with a review of overall financial reserve levels and the balance of the Building Improvement Fund.VI. May Roberts and Aiken classroom additions Dr. Carter provided design and cost options for both May Roberts and Aiken elementary schools. Options included four or six rooms at May Roberts and two to four additional rooms at Aiken. Based upon financial reserves and the input and observations of the Task Force to date, it was recommended that the District add the full six additional rooms at May Roberts along with providing an expanded “common area”. Four of these rooms will be used to replace the four classrooms currently meeting in outside modular space, with the two additional rooms being added to accommodate additional space needs at the school. The Task Force also recommended that two classrooms and an additional restroom be added to Aiken to provide space for the all-day kindergarten program.
Meeting adjourned at 9:30ish
Schools Facilities Task Force
Meeting Minutes Wednesday, November 14, 2007 Present: Co-Chairs: Ken Hart, David Cox, Ralph Poole (presiding)Members: Jim Petterson, Chad Hartley, Jose Delgado, Kathy Urrea, Sue Hathaway, Darci Payne, Colleen Casteel, Michele Grimaldo, Dawn Tichenor, Dana Tichenor, John Taggart, Doug Dean, Ben Peterson, Diana Garcia, Daniel Navarette
School Board representatives: Superintendent Carter
Next meetings: Regular: Wednesday, December 12, 2007; 7:00 p.m.; 8C Meeting room
I. Letter to School Board regarding May Roberts classroom additionsCo-chair David Cox presented for Task Force approval the fourth draft of a letter to the School Board recommending alternative facilities development at May Roberts Elementary than is currently in the District plan. After some discussion on the matter, the Task Force approved the letter with the contingency that if published, the letter would be prefaced with an explanation that these schools were focused on because they were already on the District agenda. “T/F Recommendation”; attached.
II. Site Councils update/usage:Task Force member Chad Hartley presented an overview of what site councils are. He explained that each school in the District has a council and that they are made up of teachers, students, parents, classified employees and the principal. The focus of the council is School Improvement through curriculum. The councils are charged with creating the School Improvement Plan for their school and assisting in developing the District Improvement Plan. The councils meet every week during the first semester of school, and then every other week for the remainder of the school year. Chad agreed to attempt to organize a meeting with the site councils where the Task Force could be informed of the issues each is dealing with.
III. Task Force Update ArticlesKen Hart presented the “Task Force Update” article for approval. It was approved. Discussion was held on what topics should be covered in future articles. Ben Peterson will write a piece on the state of the facilities based upon the DLR Assessment and Task Force response to tours of each facility. Michele Grimaldo will write a piece on the CEFPI conference. Dave Cox & John Taggert will write a piece on survey results to date.
IV. Past Bond Community Input results
Superintendent Carter presented and discussed results of the “Community Input Survey” taken after the last bond effort. Copies of the results were given to each member of the Task Force along with the questions asked.
V. Milestones DiscussionKen Hart presented a list of Milestones developed at the November 5, 2007 Action Planning meeting of the Task Force. These Milestones will serve as a guideline action plan for the Task Force Efforts. “Task Force Milestones”; attached.
Meeting adjourned at 9:30p.m.
Schools Facilities Task Force
Meeting Minutes Wednesday, October 17, 2007
Present: Co-Chairs: Ken Hart, David Cox, Ralph Poole (presiding)Members: Jim Petterson, Chad Hartley, Jose Delgado, Marc Wilson, Kathy Urrea, Sue Hathaway, Keith Porsly, Colleen Casteel, Michele Grimaldo, Dawn Tichenor, Dana Tichenor, John Taggart, Doug Dean, Andrea Frazier, Ben Peterson
School Board representatives: Superintendent Carter
Next meetings: Action Plan: Monday, Nov. 5, 2007; 7:00 p.m.; 8C Meeting room Regular: Wednesday, Nov. 14, 2007; 7:00 p.m.; 8C Meeting room
I. Reports from subcommitteesFinance Committee: Doug Dean Doug Dean continues to explore QZAB information and other alternative financing means. He announced that the TVCC Foundation, of which he is a board member, is in the process of establishing a grant center on campus that will eventually be open to the community. Doug also recently attended the Oregon School Board Association meeting held at Malheur ESD in place of Cliff Bentz. Highlights include making the acquaintance of David Williams, a legislative advocate for OSBA with expertise in federal funding, and information learned regarding ORS 327, by which every biennium $500,000 is available to be applied for or renewed for facilities funding. Ralph Poole presented the Task Force initial budget proposal. After some discussion, John Taggart moved for approval of the budget, and Jim Petterson seconded. Approval by the group was unanimous. Doug Dean will ask the School Board to approve the budget at tomorrow night’s meeting.
Communications: Michele Grimaldo
An outline for Task Force members to use when presenting to community groups has been developed in an effort to ensure we are all on the same page with regard to introducing the Task Force to the community. A copy of that outline, and the contact information flyer and handout that go with it were distributed to the group. Sidni Mordhorst facilitated production of copies of the flyer and handout to be available to Task Force members who need them for presentations. The communications subcommittee has developed an initial list of stakeholders to approach, but feels this should be part of an overall action plan. Surveys of staff have been completed at OHS and OMS thanks in great part to John Taggart and LaVelle Cornwell. Summaries will be finalized at tomorrow’s Communications Subcommittee meeting in order that the information be ready for the group going to the CEFPI conference in Bend on October 26-28. A copy of the survey was given to each Task Force member. Communications was recently surprised by the fact that 8C issued its own recent survey on the very day that we surveyed OMS staff. A copy of that survey was circulated. The topic had nothing to do with facilities, but the timing was thought to be less than ideal. This could have been avoided if the Task Force were kept apprise of such activities. Dr. Carter elaborated on the computer program, Survey Monkey, that was used to facilitate the District survey, and said that it could be made available to the Task Force. Chad Hartley will check into the possibility of linking our blog site to a survey created with Survey Monkey. Some discussion was held on the issue of what should be posted on our blog. In the future, Chad will post any e-mail issue that says “POST” in the subject line.
II. School Visits: Dr. Carter announced the following school tours: Tuesday, October 23: Aiken, 7a.m. & 7p.m.; Pioneer 8a.m. & 8p.m. Thursday, October 25: Alameda 7a.m. & 7p.m.; Cairo 8a.m. & 8p.m.
ON A SIDE NOTE: Dr. Carter asked for a few minutes to inform the Task Force of two facilities projects that are on this year’s agenda and will be put before the School Board for approval tomorrow night. He explained the need to replace the square footage that is currently provided by modulars at May Roberts. The current proposed plan is to build a second wing, which will provide four classrooms. The second project proposal involves building on to Aiken Elementary. Full day kindergarten combined with special programs requirements has created a need for two more classrooms. Some members of the Task Force voiced possible objections to the May Roberts solution.
III. Travel Team
Members of CEFPI were in Ontario on September 26th to gather information, tour the schools, and generally “meet” Ontario 8C. Several members of the Task Force were able to attend a luncheon with CEFPI, and gave their responses tonight. Dave Cox said he asked a lot of questions. He wanted to know “Why” CEFPI was taking on the project of facilities planning for 8C free of charge. They told him they too are interested in figuring out why city school bonds are passing and rural bonds are not. He asked if they would be bidding on 8C projects, they said “No”. Doug Dean asked CEFPI members what they had in mind as far as addressing the issue of alternative financing. The group was clearly used to districts simply using “GO” bonds. The group will look into having more resources and information on the topic available than they had previously intended. John Taggart felt the lunch meeting was a critical eye-opener for some members of CEFPI to the fact that we are the poorest county in Oregon and any facilities planning must be considerate of that fact. All who commented agreed that the CEFPI opportunity is invaluable. Those going to Bend will meet at 1p.m. on Friday, October 26th, at the District office to car pool. A summary schedule has the Task Force meeting the members of CEFPI on Friday night from 7-9 p.m. Saturday will include informational presentations and then work sessions to develop goals. Sunday will involve developing big ideas based on those goals. We should wrap up the day by 1p.m.
IV. Neighboring School Visits
Written report from Darci Payne.
V. Report to School BoardDoug Dean will give a status report to the School Board tomorrow night on behalf of the Task Force. He will present the budget for approval as well. He has asked that the communications subcommittee help create “bullet points” from which to speak. The Committee will make this task the first thing they do tomorrow. VI. Developing an action plan The subject of developing an action plan came up at the last Finance committee meeting. Discussion there revolved around a need to focus our activities toward specific goals and also to ensure that all members of the Task Force are on the same page. Days later School Board president Cliff Bentz asked “if the Task Force had considered and discussed a means of moving its ideas, suggestions, findings and recommendations through District and Board to implementation.”
Discussion over the work session:
It was suggested that we hold a Saturday work session, but some on the Task Force objected to using the weekend. Many thought the results of the Bend conference would be key to the development of an action plan. We will meet Monday, November 5th instead.
VII. Miscellaneous discussion
Kathy Urrea asked if anyone had information on the trend of putting 6th grade back in the elementary schools. We may want to include this issue in our survey of the community. Ben Peterson asked if the District had considered consolidating grades to facilities, i.e. K-3 all at one facility, 4-6 all at one facility. Research suggests this creates significant advantages in standardizing curriculum. Dr. Carter said it was discussed in the 1990’s, and had it’s pros and cons. One major consideration would be bussing. Close to half of the District’s students are currently bussed. Andrea Frazier asked if anyone had investigated other Districts that have been able to pass school bonds. She will communicate with Darci Payne on the issue. Jim Petterson gave a “rundown” of Parma School District’s successive facilities development. He explained that they started with a grant funded science and math building and built or re-built from there. Sue Hathaway would like to know class counts by school, broken down by grades. Dave Cox has that information and will provide it to her.
VIII. Additional Members for Task Force
Andrea Frazier understands the six to eight month time commitment requirement of the Task Force and would like to join the group. The meeting came to a close at 9:35 p.m. The next meeting will be the Action Plan work session Monday, Nov. 5, 2007 at 7:00 p.m. here in the 8C Meeting room. The next regular Schools Facilities Task Force meeting will be one week early due to the Thanksgiving holiday; Wednesday, Nov. 14, 2007 at 7:00 p.m. here in the 8C Meeting room
8C Facilities Task Force
Meeting Minutes Wednesday, September 19, 2007
Present: Co-Chairs: Ken Hart, David Cox (presiding), Ralph PooleMembers: Doug Dean, Michele Grimaldo, Chad Hartley, Darci Payne, Kathy Urrea, Jim Petterson, Audrey Jacobs, Dawn Tichenor, Sue Hathaway, Ben Peterson, Colleen Casteel, John TaggartSchool Board representatives:
Superintendent Carter, Nancy Alavarado
Next meeting: Wednesday, October 17, 2007, 7:00 p.m., 8C Public Meeting room
I. Mission Statement “The mission of the Ontario School District Building Facilities Task Force is to independently study the future goals for education in School District 8c at the various levels of instruction; to assess the wishes of the numerous stakeholders residing within the District concerning those goals; and to apply the information gained from its studies to develop a long-range plan for the educational facilities of the District, improvements which the patrons of the Ontario Public Schools will approve of as reasonable, financially prudent, and feasible.”
II. Identify GoalsCo-chair Dave Cox identified the “Next Steps” from the Crandall Arambula Assessment, conducted in the spring of 2007, as a possible outline of activities for the Task Force. After some discussion, it was decided that we would come back to that issue. [The issue was revisited just prior to the close of the meeting. A motion to adopt “Next Step” number two from the Crandall Arambula “Citizen Involvement Approach for Addressing Facility Needs” to serve as the Task Force overall agenda was moved, seconded and unanimously supported.]Discussion then turned to other goals the committee felt relevant and necessary. Ben Peterson suggested the Task Force should tour each of the schools in the District. The group agreed and requested that Dr. Carter schedule both a 7 a.m. and 7 p.m. tour of each school. Group members are free to attend the tours at either time. Darci Payne suggested we must survey teachers. The group agreed, and assigned this task to the Communications sub-committee. Ken Hart stressed the importance of ensuring that community members have a variety of means by which to communicate with the Task Force, and that we as a group take steps to promote citizen involvement in this planning process. The group agreed and will address this need in the Communications sub-committee.
III. Data Gathering & Reporting to the Task Force and the BoardIt was decided that subcommittees would report to the Task Force at monthly meetings and that any other comments & suggestions would be directed to the upcoming presiding co-chair. The co-chair would then create a summary report which will be presented to a variety of audiences including the 8C School Board and posted on the Task Force blog.
IV. Reports from Task Force subcommittees
Alternative Funding: The Alternative Funding subcommittee has been meeting once or twice per week since the initial Task Force meeting. Doug Dean & Ken Hart also met with 8C on Friday, September 14 to learn of current funding. Tonight, Doug Dean, chair, gave a rundown of the many alternative funding sources, listed necessary data that will need to be gathered in order to pursue said funding, and identified other organizations that could be resources to the Task Force. He also summarized the committee’s research into current funding, and communications with Oregon Department of Education and Representative Tom Butler with regard to alternative funding sources.
Communications: The communications subcommittee met Friday, September 14 for an organizational meeting. It was decided that weekly meetings would be held in the Ontario Middle School library from 4:30 p.m. to 7 p.m. on Thursdays. The first item on the agenda will be to develop a ‘to-do’ list, which needs to include a survey of 8C Employees. John Taggart volunteered to develop said survey after input from the group.Audrey Jacobs brought up the concern that Task Force members have been and may continue to be asked to address issues outside the realm of facilities. Co-chair Ken Hart suggested one way to address such a request is to give your personal response, but point out that the Task Force has a focused mission statement that deals with facilities.Other items that need to be included in the agenda of the communications subcommittee include, but are not limited to, visits to clubs, establishing a PO Box, and working with Chad Hartley to 1. maintain and further develop the blog he so graciously created for our use and 2. discuss ways to use the resources of KOHS to provide communications with the citizens of our community.
V. Meeting with Argus Editor
Ken Hart gave a brief update on the meeting he and Dave Cox had with the Argus staff. All parties came away with an understanding of each others needs.
VI. Student TV station; Task Force websiteChad showed the group the blog he created and answered questions from the group. The address for the blog is:
http://8ctaskforce.edublogs.org/
Consensus opinion of the group is that Chad did an excellent job. There was brief discussion of how to keep the blog updated with new information and how to make the blog most user friendly. It was agreed that the minutes could be posted on the blog. Ben Peterson agreed to assist in monitoring the blog.
VII. Meeting with CEFPI groupRepresentatives of the Council of Educational Facility Planners International (CEFPI), Oregon/SW Washington Chapter, had to reschedule their visit to Ontario due to a flight cancellation by Horizon Air. They will come September 26 instead. They will spend most of their day visiting with key educators, but will meet with Task Force members over lunch.
VIII. Need for Task Force PO Box; Expense AccountIn an effort to ensure that the community understands that the Task Force, though organized by the School Board, represents first and foremost, the community, some members feel we may need to establish an expense account. Funds would be contributed by community members and used to afford such items as a post office box and printing services. Other members of the task force stated that there is not a need for such a separate expense account. We do represent the community and we should be allowed to ask for such funds from the school district. Dr. Carter agreed that it would be appropriate for the Task Force to request funds from the school district. Such a request would be made to the Board, and would require a budget to be presented. Ken Hart agreed to develop said budget.Ralph Poole & Doug Dean donated $20 each for the rental of a post office box. Michele Grimaldo will rent the box.IX. Additional Members for Task ForceSeveral Task Force members have been approached by other members of the community wanting to know if they can join the Task Force. Based on the initial recommendation from the Spring 2007 Assessment, the ideal number of members for the Task Force is 20, which is the current number. Given that not all members will be able to attend every meeting and the likelihood that some members will have to drop out for various circumstances, it was decided that up to 40 members would be accepted. New members would have to agree to the same commitments as existing members, including a six to eight month time frame.Those who want to be involved but could not commit to the six to eight month time frame, should be invited to be on a list of possible project volunteers.The meeting came to a close at 8:55 p.m. The next meeting will be October 17, 2007, at 7 p.m. at the District office.
