tillamook school district no. 9 board of directors regular board ...

TILLAMOOK SCHOOL DISTRICT NO. 9
BOARD OF DIRECTORS
REGULAR BOARD MEETING
2008-09-1 District Administration Office August 11, 2008
BOARD MEMBERS: ADMINISTRATION:
Sally Tuttle X Randy Schild, Superintendent X
Stephanie Hurliman X Herb Dorn, Finance Director X
Dan Krein X
Sheryl Seaholm X___
Jody Sherbondy X
5:30 p.m. REGULAR BOARD MEETING
MINUTES
Staff Present: Jerilee Henderson, Karen Thenell, Donna Minard, Kathy Bush, Bruce Rhodes, Kevin
Barnes, Ed Armstrong, Marilyn Shearer, David Abbott
______________________________________________________________________________
The August 11, 2008, board meeting was called to order at 5:30 p.m. The Pledge of Allegiance and
District Mission Statement were recited. The agenda was reviewed and accepted as presented.
Sally Tuttle administered the Oath of Office for newly appointed board member Stephanie Hurliman.
Stephanie was thanked for her willingness to serve as a board member.
Election of the Board Chair and Vice-Chair
MOTION (08/09-1) by Jody Sherbondy to nominate Dan Krein for the position of Board Chair. Dan
declined.
MOTION (08/09-2) by Sheryl Seaholm to nominate Sally Tuttle as Board Chair, seconded by
Stephanie Hurliman. Carried 4/0.
MOTION (08/09-3) by Sheryl Seaholm to nominate Dan Krein as Board Vice-Chair, seconded by
Jody Sherbondy. Carried 4/0.
Marilyn Shearer, new Special Education Coordinator, and David Abbott, new Sodexo Food Service
Manager, were introduced. There were no comments from the audience on non-agenda items.
SPECIAL REPORTS
Superintendent’s Report
• Admin Retreat will be held 8/12/08.

Regular Board Meeting Minutes
August 11, 2008
Page 2
• Start of the year info. Buildings will hold retreats on Monday, August 25. All district staff get
together will be held in the THS Cafeteria, Tuesday. Board members were encouraged to attend.
• THS Roof Update. No repair work has been done on the auditorium roof. Original assessment of
the truss system was that one truss had split and the roof was in danger of catastrophic failure. The
insurance company stated they would cover the loss. However, rot was discovered in the truss that
failed and the district is now required to test all trusses for rot. Engineers have not determined the
scope of work, but know that it will include testing all trusses and making repairs. Insurance covers
catastrophic events, but not rot. A meeting will be held on 8/15. Initial estimates were that the district
would have to pay approximately $750,000 and the insurance approximately $210,000. Reality is that
the district still doesn’t have a breakdown on what the actual costs will be. Repair must be done and
occupancy won’t happen until it is repaired. The construction manager figures about 4 months for
completion. The county building department is going to require that the trusses in the gym also be
tested for rot, which should be completed by end of next week.
• Board retreat will be scheduled in September. Please contribute agenda items.
Finance Report
Herb Dorn gave the financial reports ending June 30 and July 31, 2008. July is a quiet month! A
transfer was made from the athletic field fund transfer into debt service fund. Turf field donations and
payments will be made from this fund. The auditors will be here in September. The ending fund
balance is final following their work. The district expected a deficit for the year, but final numbers
look better than expected. Enrollment numbers factor in and the investment income has been good this
year.
Association Reports
OSEA ratified the 2008-2012 contract. Kathy Bush attended an OSEA 70 th anniversary celebration
where the new AFT affiliation was recognized. Larry Miller, OSEA Field Rep, is retiring. Candidate
interviews for state officers were held. TEA reps approved the new evaluation process document.
Teachers have requested information on OEBB insurance packages.
ACTION ITEMS
Consent Agenda
MOTION (08/09-4) by Jody Sherbondy, seconded by Dan Krein that the Board of Education approve
the Consent Agenda as presented including the minutes from the June 9, 2008, Budget Hearing and
Board Meeting, minutes from Board Workshops; accept the resignations of teachers Steve Finicle,
THS Science, effective 6/11/08, Michele Stone, THS Language Arts, effective 6/11/08, Mark Webber,
THS Language Arts, effective 7/4/08, classified staff Carole Boyer, South Prairie Sp Ed Special Care
EA, effective 6/11/08, Cathy Rodriguez, East EA, effective 6/11/08, Erin McGinnis, THS Sp Ed
Special Care EA, effective 7/19/08, and Emily Holt, Liberty ELL EA, effective 7/22/08; approve
retirement from PERS for Saundra Clark, South Prairie Sp Ed teacher, effective 7/1/08, and Judi
Maker, TJHS P.E. teacher, effective 7/1/08, both from the district at a later date to be determined;
approve a one year leave of absence for Nancy Bernard, East teacher, effective 2008/09 school year;
approve hiring South Prairie Summer School teachers Carrie Lee and Melanie Hercher, effective June
2008, Marilyn Ekenes-Shearer, Special Education Coordinator, effective 8/7/08, teachers Lynne Beck,

Regular Board Meeting Minutes
August 11, 2008
Page 3
East 5 th grade (temporary), Angela Doty, East 4 th grade (temporary), Kara Rhodes, THS Language
Arts, Colleen P Terhaar, THS Language Arts, Donald Roddy, TOPS, classified staff Janet Lopez,
Liberty EA, Deborah Ruesch, TOPS EA, Alyssa Polman, Sp Ed Special Care EA, Holly Werner,
District Office Assistant Secretary, Rachel Haines, East EA, Theresa Nelson, East EA, Wendy
Landolt, East EA, extra duty contracts for Philip Russell, THS Assistant Football, Erik Selzer, THS
Boys Basketball, Humberto Maciel, THS Girls Soccer, and Freshman Class Co-Advisors Brian
Reynolds, Deanna Upton and Lindsey Arthur; accept Gifts to the District of concrete valued at $325.00
for the Liberty Elementary playground from Coastwide Ready Mix and approve the Out of District
transfer request for Dakota Jones. Carried 5/0.
Resolution 2009-01, Organization of the 2008-2009 School Board
Each year the Board of Education is required to approve certain operational procedures and
designations to be in place for the following school year. The Organizational Resolution includes the
appropriate designations for the functions of the Tillamook School District.
MOTION (08/09-5) by Sheryl Seaholm seconded by Jody Sherbondy that the Board of Education
adopt Resolution 2009-01, Organization of the 2008-2009 School Board, as presented. Carried 5/0.
Adopt Policy CCA, Organizational Chart
According to district Policy CC - Administrative Organization, the legal authority of the board is
transmitted through the superintendent along specific paths as shown in the board-approved
organizational chart of the district. Lines of authority on the organizational chart represent direction of
authority and responsibility. The superintendent may reorganize lines of authority and revise the
organizational chart subject to board approval of major changes and/or elimination and/or creation of
positions. There are multiple staffing changes at the district level this year. The Chart, as presented,
outlines the expected lines of authority for district staff members.
MOTION (08/09-6) by Dan Krein, seconded by Jody Sherbondy that the Board of Education adopt
Policy CCA-AR, Organizational Chart, as presented. Carried 5/0.
Approve Use of Professional Growth and Evaluation Handbook (Policy GCN-AR)
As part of the CLASS Project the evaluation committee began reviewing the current Evaluation
Process for Licensed Staff (GCN-AR). During the spring and summer of 2008, the evaluation
committee researched best practices and drafted a revised handbook for the 2008-2009 school year.
The committee consisted of teachers, TEA President, administrators and other educational consultants.
A draft handbook was presented for Board review. It is a working document which the committee will
bring for a final recommendation for Board approval and acceptance at the end of the 2008-2009
school year.
MOTION (08/09-7) by Sheryl Seaholm, seconded by Jody Sherbondy that the Board of Education
approve the use of the draft Professional Growth and Evaluation Handbook (Policy GCN-AR), as
presented. Carried 5/0.

Regular Board Meeting Minutes
August 11, 2008
Page 4
Approve Confidential Employees Statement of Salaries and Benefits 2008-2012
The Statement of Salaries and Benefits for Confidential Staff members expired on June 30, 2008.
Confidential staff members met with Randy for the purpose of discussing the expiring agreement and
the salary and benefits of the subsequent agreement. The Confidential Employees Statement of
Salaries and Benefits 2008-2012 was agreed upon between the Superintendent and the confidential
staff members.
MOTION (08/09-8) Dan Krein, seconded by Jody Sherbondy that the Board of Education approve the
Confidential Employees Statement of Salaries and Benefits 2008-2012 as presented. Carried 5/0.
Approve 2008-2011 Superintendent Contract
Randy Schild has served as Superintendent of Tillamook School District No. 9 since 2001. It is
apparent that his leadership is effective. In spite of facing challenges and tough decisions in recent
years, the district is solid. Superintendents, as other Oregon administrators, are offered three-year
contracts. The previous three-year contract expired on June 30, 2008. Several board workshops were
held to discuss the terms and conditions to be included in the subsequent contract. The contract which
was presented represents a tentative agreement between the Superintendent and the Board of
Education.
MOTION (08/09-9) Sheryl Seaholm, seconded by Dan Krein that the Board of Education approve and
formally offer Superintendent Randy Schild the 2008-2011 Superintendent Contract as presented.
Carried 4/0, Jody Sherbondy abstained due to conflict of interest.
Financial Resolution FY 09-101, Appropriation and Approval of Unanticipated Revenue and
Expenditures/Budget Revisions
Tillamook School District #9 contracts with the Department of Community Colleges and Workforce
Development for OYCC Summer Conservation Corps projects. The original budgeted amount of
$11,111 has developed into an approved grant for $15,000. Additionally, Tillamook has been awarded
another $8,000 for a flood mitigation and restoration project in the city of Tillamook. In order to
expend the additional amounts, the Board needs to approve and appropriate the additional revenue and
expenditures.
MOTION (08/09-10) Jody Sherbondy, seconded by Dan Krein that the Board of Education adopt
Financial Resolution FY 09-101 to allow the District to approve and appropriate the unanticipated
revenue and expenditures/budget revisions for Fund 271. Carried 5/0.
Financial Resolution FY 09-102, Appropriation and Approval of Unanticipated Revenue and
Expenditures/Budget Revisions
Fund 223 is used to support the enhancement of education through technology. The 2008-09 budget
was established with the idea that all of the 2007-08 grant would be expended by June 30, 2008. There
remains $1,178 from that grant that will be expended in the 2008-09 fiscal year. In order to expend the
additional amounts, the Board needs to approve and appropriate the additional revenue and
expenditures.

Regular Board Meeting Minutes
August 11, 2008
Page 5
MOTION (08/09-11) Jody Sherbondy, seconded by Dan Krein that the Board of Education adopt
Financial Resolution FY 09-102 to allow the District to approve and appropriate the unanticipated
revenue and expenditures/budget revisions for Fund 223. Carried 5/0.
Financial Resolution FY 09-103, Appropriation and Approval of Unanticipated Revenue and
Expenditures/Budget Revisions
There was no budget set up for Fund 264, as it was anticipated that all of the grant proceeds would be
expended by June 30, 2008. As it developed, there remained $1,924 that will be expended in the 2008-
09 fiscal year. In order to expend the additional amounts, the Board needs to approve and appropriate
the additional revenue and expenditures.
MOTION (08/09-12) Dan Krein, seconded by Jody Sherbondy that the Board of Education adopt
Financial Resolution FY 09-103 to allow the District to approve and appropriate the unanticipated
revenue and expenditures/budget revisions for Fund 264. Carried 5/0.
Financial Resolution FY 09-104, Appropriation and Approval of Unanticipated Revenue and
Expenditures/Budget Revisions
The budget for Fund 262 was set up before an additional award of $2,500, and with an anticipated
lesser amount to be left from the 2007-08 grant. In order to expend the additional amounts, the Board
needs to approve and appropriate the additional revenue and expenditures.
MOTION (08/09-13) Sheryl Seaholm, seconded by Dan Krein that the Board of Education adopt
Financial Resolution FY 09-104 to allow the District to approve and appropriate the unanticipated
revenue and expenditures/budget revisions for Fund 262. Carried 5/0.
Financial Resolution FY 09-105, Appropriation and Approval of Unanticipated Revenue and
Expenditures/Budget Revisions
The budget for Fund 276 was established with the idea that Hampton would have been billed their final
$20,000 in 2007-08; it was later decided to hold off on this billing until 2008-09. Additionally, there
was $6,915 remaining from previous payments by Hampton that will be expended in 2008-09. In order
to expend the additional amounts, the Board needs to approve and appropriate the additional revenue
and expenditures.
MOTION (08/09-14) Jody Sherbondy, seconded by Dan Krein that the Board of Education adopt
Financial Resolution FY 09-105 to allow the District to approve and appropriate the unanticipated
revenue and expenditures/budget revisions for Fund 276. Carried 5/0.
Financial Resolution FY 09-106, Appropriation and Approval of Unanticipated Revenue and
Expenditures/Budget Revisions
There was no 2008-09 budget developed for Fund 242, as it was anticipated that all the grant proceeds
would be spent by June 30, 2008. Actually, there remains $1,000.51 that will be expended in the

Regular Board Meeting Minutes
August 11, 2008
Page 6
current fiscal year. In order to expend the additional amounts, the Board needs to approve and
appropriate the additional revenue and expenditures.
MOTION (08/09-15) Dan Krein, seconded by Sheryl Seaholm that the Board of Education adopt
Financial Resolution FY 09-106 to allow the District to approve and appropriate the unanticipated
revenue and expenditures/budget revisions for Fund 242. Carried 5/0.
Approve AFLAC Policy
In 2006 Caprice Locke, Finance Director, contacted AFLAC about offering a Flexible Benefits Plan to
district employees. Up to that point the district had been offering a Section 125 plan and flexible
benefits solely through American Fidelity. AFLAC created a plan which was then offered to district
staff. It came to our attention recently that the AFLAC Flexible Benefits Plan must be adopted by the
Board in order to be offered to staff members as part of their benefit options. This was not done prior
to plan implementation. The plan must now be adopted by the Board to be in compliance with the law
and to be able to continue to offer this as an optional benefit to district staff.
MOTION (08/09-16) Jody Sherbondy, seconded by Stephanie Hurliman that the Board of Education
adopt AFLAC Flexible Benefits Plan 505 for the employees of Tillamook School District #9. Carried
5/0.
DISCUSSION / INFORMATION ITEMS
• Grants / Foundation Update – Oregon Symphony, OYCC.
• Vocal Ensemble Spring Trip. Educational Travel Services. San Francisco. 4/3-6 or 7. $600/each.
• 2008/09 School Calendar
• 2008/09 Board Meeting Calendar
• School Board Committee Assignments. Mark preferences and return to Sally.
• Welcome Back to School Meeting / Inservice Activity Schedule
STAFF / STUDENT CELEBRATIONS
• Liberty Summer School. Reading success. National Reading First Conference.
• THS FFA kids at County Fair and taking off for State Fair. FFA Nationals in November.
• Joe/Ed went to Bend for Astronomy teachers. Pine Mt Observatory. Teacher leaders from TSD.
The meeting adjourned at 6:32 p.m.
____________________________________
Sally Tuttle, Board Chair
Attested: ____________________________________
Randy Schild, Superintendent