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Thursday, June 14th, 2018 Board Work Session 6:15pm

AGENDA

A. Call to Order Work Session

B. Sub-Committee Reports:

1. Facilities and Transportation (T. Pfeiffer, J. Bibb)

A. Facilities Committee Report B. Citizen Oversight Committee Report C. Bond Project Manager Report

2. Negotiations (S. FitzGerald, J. Egland)

3. Board Policy (J. Egland, K. Watson) – June 18th

4. Curriculum (S. Fitzgerald, K. Watson)

5. Activities (J. Bibb, T. Pfeiffer)

6. Finance (J. Egland, S. FitzGerald)

7. Communications (S. FitzGerald, J. Egland) 8. Security & Safety (K. Watson)

C. Adjournment

Items that are BOLD ITALICS are possible Action Items.

INTERPRETERS FOR THE HEARING IMPAIRED: To request interpreter services for this meeting call 503-852-6980 at least 24 hours prior to the meeting.

Yamhill Carlton School District Board of Directors – YCSD Boardroom 120 N Larch Place, Yamhill, OR 97148

YAMHILL CARLTON SCHOOL DISTRICT 2016 BOND MEASURE PROJECTS

PROJECT MANAGER STATUS REPORT MAY, 2018

PROJECT MONTHLY STATUS REPORT

Project: Yamhill Carlton School District 2016 Bond Measure Projects, District Wide Report

Completion Date: Preliminary: September 23, 2018 (Revised)

1. Construction Status

Yamhill Carlton High School and Intermediate School Sites • Underground Utilities and Site Grading

o The municipal water line is scheduled for connection to the City's primary water line on June 7, 2018. This is a major milestone and completes a major portion of the project.

o Underground site electrical in select areas is ongoing through May with completion of all fiber and electrical raceway.

o Site grading at Camelia and High School east parking lot continued through May with storm water and electrical being installed. Final grading is currently underway with paving anticipated by mid-June.

o MMC is working with the District on design of the new fuel oil tank. Civil design of the piping system and tank pad is currently underway and anticipated by June 15th. MMC will negotiate completion of this work with Turner once design has been completed.

o Work on Larch including walks and parking will occur in late June to avoid additional costs for mobilizing the paving subcontractor.

o Although landscaping and planting has been removed from the budget for cost savings, MMC is currently working with the District to have a minimal amount of irrigation designed and installed so that grass can be planted at excavated areas to avoid erosion and provide an acceptable finished site. MMC will continue to report on the progress.

o The City’s municipal water line is scheduled to be completed on June 8, 2018 and in final inspection.

• CTE Dome Constructiono Under slab utilities, electrical and plumbing was completed on May 2, 2018.o Concrete slab was completed on May 8, 2018.o Framing and interior buildout began on schedule on May 10th. Interior framing is almost

completed with interior rough in of utilities underway.o Start of wall sheathing is currently scheduled to begin in select areas in mid-June.o Exterior work is ongoing through May with completion of roofing at flat roofs. Sheet metal

frames, drainage and grading continued through May 2018.o Selection of exterior paint colors is close to being finalized by the District. Painting of the

exterior domes is expected by end of June.

• Gymnasium Done Constructiono Interior shotcrete was applied through April and completed on May 1, 2018o Interior cleanup and underground utilities will have continued through May 2018o Interior slab is currently scheduled for the second week in June.o Based on current budget and decisions by the COC and Board the gym shell will be

completed by Turner and include underground utilities and stubs, concrete slab, fire sprinkler system and exterior doors and window frames in preparation for a future interior buildout (TI) once funding becomes available.

o Turner construction is currently working on a budget estimate for the interior buildout in select areas. The scope of work will conform to anticipated funding limitations anticipated by the sale of land and/or the line of credit and include as priority the lobby and public restrooms, playing surface areas and the weight room. MMC will have final budget numbers and the cost of each of the areas of work and a recommendation at the Board meeting. The Board will need to consider a motion to approve GMP #8 to facilitate this work through August 2018. A draft of GMP #8 will be available by June 12, 2018.

o Procurement of long lead items including metal door frames. playing floor, glazing andelectrical gear was authorized for purchase by MMC to facilitate this work and maintainschedule.

• Agricultural Buildingo MMC continues to work with the District on planning of the proposed Agricultural Building.

Buildings plans where delivered to Yamhill County on May 4, 2018 for plan review. Thereview was delayed because the drawings where misfiled under a different permit by theCounty. Once realized the County provided a review and stated that more information isneeded to continue the review. Mr. Pfeiffer is currently working with the buildingmanufacturer to expedite the required information and will update the Board.

• Yamhill Carlton Elementary Schoolo Several classrooms have continued to experience minor noise level issues with some of

the PVHP units. As of the date of this report Turner has isolated the units with rubber padsand insulated the compressor units to mitigate the noise. The repair appears to be workingcurrently.

o On May 1, 2018 MMC met with Parker Smith Painting to review several warranty issuesthat the District had concerns about. A subsequent meeting and walk through wasconducted on May 18, 2018. Parker Smith has agreed to cover all warranty work over thesummer.

o All warranty work will commence during summer break.o Completion of exterior siding, lead paint mitigation and final painting is scheduled to take

place during summer break.

• Intermediate Schoolo Brian King has attempted to solicit multiple contractors to review the existing boiler system

to assess critical items requiring replacement and/or upgrades. Only (1) company hasprovided a proposal to visit the site and spend time reviewing the system and providing anestimate for upgrades at a proposed cost of $8k to $10k. The COC and Board will need toauthorize moving forward with this work.

o MMC has reviewed bid documents from Turner. The cost to upgrade to a PVHP heatingand cooling system is $1.19 million including required electrical upgrades to a 220-voltsystem.

o MMC has reviewed the possibility of upgrading the current system with 208-volt P-TACunits at each classroom. The current 208-volt electrical system is not sized appropriatelyto accommodate the additional load of these units and would require an upgrade. Totalestimated cost is $789k.

2. Budgeto The project is currently on budget through GMP #7 based on the Board approved

deferment of the gymnasium dome interior, site and landscape and differed maintenance scope as discussed and approved at the February 2018 COC and Board meetings.

o MMC will continue to analyze, provide recommendations and costs for the most critical maintenance projects that the budget will allow.

3. Status of Design and Permittingo All required permits have been issued as of the date of this report.o OHPD continues to work on the design of approved cost reduction options through

May.o MMC has directed OHPD to hold on design changes associated with the gymnasium

until a decision has been made by the Board on which areas will be constructed based on the allowed budget.

4. Schedule Status

o Although there has been some schedule impacts the overall project continues to be on target for a September 23, 2018 completion of the Site Work and CTE Dome.

o Based on current estimates and decisions by the Board regarding construction of the Gymnasium Dome interior the schedule for completion is currently set for the end of October 2018.

o Turner has provided a construction Master Schedule.

5. Currently Underway

o Continued build out of the CTE and Gym dome shells.o MMC coordination of the Agriculture facility.o FF&E coordination and procurements.o Continue VE review options and pricing effort.o Assist with the insurance claim on the heating fuel tank.o Continue with procurement of subcontractors for this Summer’s differed maintenance

projects. MMC has met with the District’s to develop and prioritize projects based on available budget and constraints. The priorities are as follows:

o Differed Maintenance currently budgeted and out for pricing and/or coordinating work.

▪ Complete exterior siding and painting at ES estimated at $90k▪ Repair and correct wood window surrounds at HS estimated at $25k▪ Complete replacement at flat roof at IS estimated at $103k▪ Tuck pointing and sealing of brick at HS (Currently working to find

contractors) Budgeted at $60k▪ New flooring and wall carpet repair at HS. Budgeted at $86k▪ Existing gymnasium north wall repair. (Currently seeking contractors) Not

budgeted▪ Painting of existing gymnasium (Not budgeted)▪ Repair crack at rear stairs of HS (Not Budgeted)

o Items not currently budgeted and not being coordinated or priced▪ Pinning of Roof Truss system at HS (currently working on alternative for

donated labor and materials.▪ Tuck pointing brick at SW corner of IS▪ New flooring at select areas of IS▪ ADA toilet facility at Life Skills▪ Repair/replace T-111 at exterior rear facia of IS (currently working on pricing)▪ Replace roofing at IS Annex▪ Upgrades at select IS restrooms

June 6,2018 Milestone Budget

Contracted to

Date

Remaining

Differed Mtn.

Projects

Variance Paid to Date

Deferred Maintenance Projects

Miscellaneous Construction 124,100$ 28,029$ 96,071$ 96,071$ 28,029$

Roofing 176,986$ 176,986$ -$ 176,986$

Counters and Cabinets 34,225$ 34,225$ -$ 34,225$

Flooring 110,000$ 190,037$ (80,037)$ 190,037$

Refridgeration 40,255$ 40,255$ -$ 40,255$

*Interior Remodeling 153,600$ 157,212$ (3,612)$ 157,212$

*Building Exterior Maintenance 60,716$ 60,716$ -$ 60,716$

New Construction and Upgrades (Turner)

New Construction HVAC and Electrical 1,987,614$ 2,200,423$ (212,809)$ 2,200,423$

Construction Costs 2,687,496$ 2,887,883$ 96,071$ (200,387)$ 2,887,883$

Furnishings, Fixtures & Equipment 600$ 8,041$ (7,441)$ 8,041$

Hazardous Materials Survey and Abatement (Allowance) 56,983$ 56,983$ -$ 56,983$ Move-in and Logistics costs (Allowance) 80,000$ 96,240$ (16,240)$ 96,240$

Owner Cost Total 137,583$ 161,264$ (23,681)$ 161,264$

Testing and Inspection (Parking asphalt) 800$ 797$ 3$ 797$

Additional Services Costs 800$ 797$ 3$ 797$

OVERALL PROJECT COSTS 2,825,879$ 3,049,944$ 96,071$ (224,066)$ 3,049,944$

Milestone Budget Contracted to

Date Variance Paid to Date

Deferred Maintenance Projects

Roofing 163,016$ 59,240$ 103,776$ 103,776$ 59,240$

Construction Costs 163,016$ 59,240$ 103,776$ 103,776$ 59,240$

PROJECT COSTS 163,016$ 59,240$ 103,776$ 103,776$ 59,240$

Milestone Budget Contracted to

Date Variance Paid to Date

CONSTRUCTION COSTS - BUILDING/SITE/OFFSITE

Deferred Maintenance Projects

Electrical Upgrades 33,000$ 32,812$ 188$ 32,812$

Flooring and Wall Carpet Repair 86,000$ 57,908$ 28,092$ 28,092$ 57,906$

Tuck Pointing 50,000$ -$ 50,000$ 50,000$ -$

Seal Brick 10,000$ -$ 10,000$ 10,000$

Crack at Rear Stair 10,000$ -$ 10,000$ 10,000$

Misc Building Exterior Maintenance (wood) 20,000$ 2,036$ 17,964$ 17,964$ 2,036$ Access Control and Security Upgrades 75,850$ -$ 75,850$ 75,850$ -$

Differed Maintenance Total 284,850$ 92,756$ 191,906$ 192,094$ 92,754$

New Construction and Upgrades (Turner)

New Construction and Upgrades GMP's 13,114,767$ 12,003,625$ 1,111,142$ 5,114,022$

Construction Costs Total 13,399,617$ 12,096,381$ 1,303,236$ 5,206,776$

OWNER COSTS

Furnishings, Fixtures & Equipment (Modified from $220k) 180,000.00$ 92,726$ 87,274$ 87,274$ 92,726$

Hazardous Materials Survey and Abatement 40,000$ 208,938$ (168,938)$ 208,938$

Preconstruction Deferred Maintenance Costs (Allowance) 10,000$ 86,063$ (76,063)$ 86,063$

Computer Network Equipment (Allowance) 19,000$ 18,654$ 346$ 18,654$

Move-in and Logistics costs (Allowance) 12,000$ 22,656$ (10,656)$ 22,656$

Insurance 430$ 430$ -$ 430$

Conditional Use Permitting 385$ 385$ -$ 385$

Budget Estimating Worksheet through GMP 7

CONSTRUCTION COSTS

OWNER COSTS

ADDITIONAL SERVICES

CONSTRUCTION COSTS

Carlton Elementary School

Yamhill Intermediate School

Yamhill High School

System Development Fees (Allowance) 462$ 462$ -$ 462$

Permits and Fees 350$ 350$ -$ 350$ Owner contingency 50,000$ 19,875$ 30,125$ 30,125$ 19,875$

Owner Cost Total 312,627$ 450,539$ 117,399$ (137,912)$ 450,538$

ADDITIONAL SERVICES

Geotech Report and Inspections 12,600$ 34,276$ (21,676)$ 34,276$ Bond and investment costs 6,227$ 6,227$ -$ 6,227$

Additional Services Cost Total 18,827$ 40,503$ (21,676)$ 40,503$

TOTAL PROJECT COSTS 14,015,921$ 12,587,423$ 309,305$ 1,335,742$ 5,697,817$

Milestone Budget Conttracted to

Date Variance Paid to Date

OWNER COSTS

Insurance 82,048$ 82,048$ -$ 82,048$ Permits and Fees 91,073$ 91,674$ (601)$ 91,073$

Owner Cost Total 173,121$ 173,722$ (601)$ 173,121$

CONSULTANT COSTS

Architect/Engineering Fees @ 11% of required scope 1,600,000$ 1,978,938$ (378,938)$ 1,782,557$ Architectural Programming Fees 142,498$ 142,498$ -$ 142,498$

Design Consultants Totals 1,742,498$ 2,121,436$ (378,938)$ 1,925,055$

ADDITIONAL SERVICES

Project Manager 268,317$ 394,832$ (126,515)$ 309,270$

Site Surveying 75,000$ 56,774$ 18,226$ 18,226$ 56,774$

Printing and Publications 6,000$ 4,360$ 1,640$ 1,640$ 4,360$

Community Coordination 2,000$ 800$ 1,200$ 1,200$ 800$

Legal Counsel 29,706$ 29,706$ -$ -$ 29,706$

Testing and Inspection 45,000$ 19,288$ 25,712$ 25,712$ 19,288$ Bond and Investment Costs 160,784$ 160,814$ (30)$ 160,814$

Additional Services Cost Totals 586,807$ 666,574$ (79,767)$ 581,012$

District Wide Cost Totals 2,502,426$ 2,961,732$ 46,778$ (459,306)$ 2,679,189$

ADDITIONAL COSTS

Offsite Waterline 616,438$ 366,438$ 250,000$ -$

TOTAL PROJECT COSTS 20,123,680$ 19,024,777$ 555,930$ 756,146$ 11,486,189$

Original Budget 20,123,679.64$

Add for Line of Credit @ Gym 727,331.00$

Total Budget 20,851,010.64$

Total Contracted to Date 20,159,760.00$

Total Over/Under Budget Status through GMP #7 6-6-18 691,250.64$

Total Budgeted for Differed Maintanence, FFE and Consulting 555,930.00$

Total allowance for remaining GMP's 6-6-18-18 135,320.64$

Total remaining GMP's for Site and CTE -$

Total Over/Under Budget Status as of 6-6-18-18 135,320.64$

Unalocated Construction Contingency Remaining 423,206.00$

Total Over/Under Budget Status through GMP #7 558,526.64$

Summary

District Wide

MMC Inc Page 1 6/7/2018

Yamhill Carlton School District As of 5/31/2018

Bond Projects 2016

School Type Budget Paid to Date Outstanding PO's

Committed

Funds Balance

Yamhill Carlton Elementary School

Construction Totals 2,687,496$ 2,887,883$ -$ 96,071$ (296,458)$ Owner Costs 137,583 161,264 - - (23,681) Consultant Costs 800 797 - - 3

Sub Total 2,825,879$ 3,049,944$ -$ 96,071$ (320,137)$

Yamhill Carlton Intermediate School

Construction Totals 163,016$ 59,240$ -$ 103,776$ -$ Owner Costs - - - - - Consultant Costs - - - - -

Sub Total 163,016$ 59,240$ -$ 103,776$ -$

Yamhill Carlton High School

Construction Totals 13,399,617$ 6,261,344$ 5,238,608$ 922,399$ 977,266$ Owner Costs 597,477 478,715 7,650 - 111,111 Consultant Costs 18,827 54,592 27,835 - (63,600)

Sub Total 14,015,921$ 6,794,651$ 5,274,094$ 922,399$ 1,024,777$

Yamhill Carlton District Wide

Owner Costs 173,121$ 173,121$ 601$ -$ (601)$ Consultant Costs 2,329,305 2,519,889 101,884 166,238 (458,706)

Sub Total 2,502,426$ 2,693,009$ 102,485$ 166,238$ (459,307)$

City of Yamhill

Offsite Water Line 616,438$ 616,438$ -$ (250,000)$ 250,000$ Sub Total 616,438$ 616,438$ -$ (250,000)$ 250,000$

Total Project 20,123,680$ 13,213,283$ 5,376,579$ 1,038,484$ 495,334$

Project Total 20,123,680.00 20,123,680.00

Budget Paid to Date Encumbrance

Other

Committed Balance

2016-2017 Expenditures 3,168,645.54 3,168,645.54 - - 0.00 2017-2018 Expenditures 16,955,034.46 10,044,637.25 5,376,578.88 1,038,484.00 495,334.33 Total 20,123,680.00 13,213,282.79 5,376,578.88 1,038,484.00 495,334.33

(0.36)$

City of Yamhill

Payment

to City

Project Billing

to Date

Remaining Funds

for Project

Completion

Pipeline Extention Project 616,438.00 52,383.54 564,054.46

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Thursday, June 14th 2018 Regular Session - 7:00 PM

AGENDA

Budget Hearing I. Flag Salute

II. Additions to Budget Document III. Public Comment IV. Adjournment

Regular Session

V. Call to Order Regular Session- 30 Minutes VI. Individuals, Delegations, Recognition, and Communications

Public Comment – The Board welcomes you to its monthly meeting. We ask that you complete an Intent to Speak Form and turn it in to the Board secretary at this time. The Board will receive public comments at this time but will defer issues to the appropriate administrator. During public comment, the board listens but neither discusses, nor responds to questions and concerns. Speakers are limited to three minutes.

VII. Review of Agenda

VIII. Regular Session- Consent Agenda

1. Approval of Board of Directors Minutes a. Work Session & Regular Session May 10th, 2018 (Pg 1)

2. Donations & Surplus(Pg 6) 3. HR Report (Pg 7) 4. Enrollment Report (Pg 8)

IX. Announcements and Reports:— 30 Minutes

I. YCES – Lauren Berg (Pg 10) II. YCIS – John Horne (Pg 12)

III. YCHS – Greg Neuman (Pg 13) IV. Financial Report and List of Bills for May 2018 - Tami Zigler (Pg 17) (Action Item) V. District Facilities - Brian King (Pg 34)

VI. Food Service Report – Shiloh Ficek (Pg 35) VII. Superintendent’s Report- Charan Cline (Pg 39)

X. New Business:

I. GMP #8 (Action Item) (Provided at Mtg) II. Citizen Oversight Committee (Possible Action Item)

III. Adopting the Budget – Resolution 2018-11 (Action Item) (Pg 40) IV. Food Service Price Increase (Action Item) (Pg 42) V. 2nd Reading & Adoption of Policies (Action Item)

a. Religion and Schools (IGAC) (Pg 44) b. Recognition of Religious Beliefs and Customs (IGAC-AR) (Pg 44)

VI. Superintendent Evaluation Summary (Action Item) (Pg 46) VII. Superintendent Contract (Action Item) (Pg 47)

VIII. Upcoming Dates: a. OSBA Final Training – June 18th at 5:30pm – District Office Boardroom

XI. Board of Directors Comments

Adjournment

Note: Unless approved, Regular Meetings of the Board of Directors will be no longer than 3 hours in length at any single session.

INTERPRETERS FOR THE HEARING IMPAIRED: To request interpreter services for this meeting call 503-852-6980 at least 24 hours prior to the meeting.

YAMHILL CARLTON SCHOOL DISTRICT NO.1 

BOARD OF DIRECTORS 

Yamhill Carlton School District Board Room 

120 N Larch Place, Yamhill, OR  97148 

 

Thursday, May 10, 2018   Work Session – 6:30 PM 

MINUTES 

Board Members:  Jami Egland, Tim Pfeiffer, Susan FitzGerald, Jack Bibb and Ken Watson 

DO/Administration Staff:  Superintendent Charan Cline, Director of Fiscal Services Tami Zigler, Board Secretary 

Michelle Rettke,  YCHS Assistant Principal Matt Wiles, YCHS Principal Greg Neuman, YCIS Principal/Special Ed 

Director John Horne, YCIS Associate Principal Chad Tollefson, and YCES Principal Lauren Berg 

Also Present: V.Blaha, P. Manson,  J. Zuekle, G. Dromgoole, T. Patterson, K.Cope, J. Koppen, M. Gometz, 

J. Nordstrom, J. Jones, N. Armstrong, J. Jones, R. Blaha, F.Crane, L. Shaw, A. Wilder, J. Morrison, L. 

Morrison, K. Vanhorn, C.Vanhorn, M. Corws. 

Call to Order Work Session ‐ 6:30pm by Jami Egland 

I. Sub Committee Reports 

a. Facilities and Transportation 

i. Facilities Committee Report (T. Pfeiffer) – Fire chief has issue with gate at YCES – 

wants “knox box”.  Issue with fire alarm not setting correctly after drill, water 

heaters installed, fuel tank should be her in 6‐8 weeks, PGE has asked for 

additional 30 days to review claim, city is widening Cameilla (we will lose some 

trees). Possible that street will be closed by graduation (we have sent request to 

city to keep it open). Broken doors at YCES are being replaced.  

ii. Citizen Oversight Committee (H. Nettles) – Report presented. “Sneak Peek” 

event for the community is set for May 12th.  

iii. Bond Project Manager Report (M. Marino) – Report presented. See Board 

Packet 

b. Negotiations – Nothing new to report 

c. Board Policy (K. Watson) – 2nd Reading & adoption at Regular Session 

d. Curriculum (S. FitzGerald) – No longer looking at health curriculum has it was removed 

from the budget 

e. Activities (T. Pfeiffer) – have interviewed for boys basketball coach – hope to be making 

offer soon 

f. Finance (J. Egland) – Budget for the 18‐19 school year has been approved.    

g. Communications (S. FitzGerald)  ‐ No intern this year.  Will look at it again for next year. 

h. Safety & Security – have had 3rd meeting – looking at window tinting lower level 

windows at YCHS, making doors more secure, non‐lethal weapons.  Principals are 

working with their staff to make safety improvements.  

With no further discussion, the meeting adjourned 6:59 pm. 

Minutes by:  Michelle Rettke, Board Secretary 

1

YAMHILL CARLTON SCHOOL DISTRICT NO.1 

BOARD OF DIRECTORS 

Yamhill Carlton School District Board Room 

120 N Larch Place, Yamhill, OR  97148 

 

Thursday, May 10th, 2018    Regular Session – 7:00 PM 

 

MINUTES 

Board Members:  Jami Egland, Tim Pfeiffer, Susan FitzGerald, Jack Bibb and Ken Watson 

DO/Administration Staff:  Superintendent Charan Cline, Director of Fiscal Services Tami Zigler, Board 

Secretary Michelle Rettke,  YCHS Assistant Principal Matt Wiles, YCHS Principal Greg Neuman, YCIS 

Principal/Special Ed Director John Horne, YCIS Associate Principal Chad Tollefson, YCES Principal Lauren 

Berg and Food Service Manager Shiloh Ficek 

Also Present: V.Blaha, P. Manson,  J. Zuekle, G. Dromgoole, T. Patterson, K.Cope, J. Koppen, M. Gometz, 

J. Nordstrom, J. Jones, N. Armstrong, J. Jones, R. Blaha, F.Crane, L. Shaw, A. Wilder, J. Morrison, L. 

Morrison, K. Vanhorn, C.Vanhorn, M. Corws. 

Flag Salute 

Regular Session Agenda 

II. Called to order by Chair Jami Egland at 7:00pm 

III. Individuals, Delegations, Recognition and Communications 

a. Public Comment  

i. J. Koppen – Supports display of US Motto – “in God we Trust” 

ii. K.Cope – Pastor of 1st Baptist church – disagrees with display – cites separation 

of church and state.  Feels it is “nebulous and confusing” 

iii. E. Matsuda – Disagrees with display – creates “them and me mentality” 

iv. M. Gometz – Disagrees with display – don’t belong in school – should be about 

“empathy and acceptance” 

v. J. Jones – freshman at YCHS – “appalled by proposal” disagrees with display – 

“would you approve other signs” “where does it end” 

vi. J. Jones – Disagrees with display – cites quote on boardroom wall “we are here 

to do what is best for kids” 

vii. R. Blaha – disagrees with display – controversial issue with people right now, 

“ACLU has money to bury district” 

viii. V. Blaha – Disagrees with display – cites “establishment clause” would prefer a 

display of an inspiring motto by a student 

ix. J. Nordstrom – disagrees with display – Perception might be different than what 

is intended, not work risk of lawsuit 

x. T. Patterson – disagrees with display – cites violation of 1st Amendment “need to 

find ways to unify community” 

2

xi. J. Zuekhe – Disagrees with display – cites “establishment clause” and 

“McCarthyism” supports a sign with “a more positive message” 

xii. A. Wilder – disagrees with display – could result in lengthy legal battle – 

“slippery slope” 

b. Student Spotlight – Valedictorians and Salutatorians  

i. Nicole Armstrong – Salutatorian – Attending University of Oregon to study 

Psychology  

ii. J. Morrision – Salutatorian – completed high school in 3 years – Attending 

Oregon State University to study engineering.  

iii. Bella VanHorn – Valedictorian – Attending Chemeketa & Oregon State to study 

business 

iv. Braden Frost – Valedictorian – Attending Chemeketa & Western Oregon to 

study criminal justice 

v. Sage O’Laughlin & Megan Gaibler – Valedictorians – unable to attend. 

 

IV. Review of Agenda 

T. Pfeiffer motioned to approve the agenda as presented.   S. FitzGerald seconded. Al in 

favor, motion carried.  

V. Regular Session – Consent Agenda 

 

S. FitzGerald motion to approve the consent agenda items as presented. K. Watson 

seconded. All in favor, motion carried. 

 

VI. Announcements & Reports 

I. YCES – Lauren Berg –See Report in Board Packet 

 

II. YCIS – John Horne – See Report in Board Packet 

 

III. YCHS – Greg Neuman & Matt Wiles – See Report in Board Packet – Special Veteran’s 

Assembly coming up next week.  

 

IV. Financial Report & List of Bills for April 2018 

 

T. Pfeiffer motioned to accept the financial report and list of bills for April 2018.  J. Bibb 

seconded.  All in favor, motion carries. 

 

V. District Facilities – Nothing to report 

VI. Food Service – currently have $5000 in debt from unpaid lunch balances   

VII. Superintendent Report – Charan Cline – reviewed report presented in the board 

packet.  Also thanked Tami Zigler for a great job on the 2018‐19 budget.  

 

VII. New Business 

 

3

I. GMP #7 

 

S. FitzGerald motioned to approve GMP #7 as presented.  T. Pfeiffer seconded. All in 

favor, motion carried.  

 

II. 2nd Reading & Adoption of Policies 

 

J. Bibb motioned to pull out policy IGAC  for further discussion at the June 14th, 2018 

School board meeting. K. Watson seconded.  All in favor, motion carried.  

 

J. Bibb motioned to pull out policy IGDJ to be voted on separately. S. FitzGerald 

seconded.  All in favor, motion carried.  

 

S. FitzGerald motioned to adopt all other policy presented. T. Pfeiffer seconded. All in 

favor, motion carried.  

 

J. Bibb motion to keep the language “male & female students” in Policy IGDJ. K. Watson 

Seconded.  J. Bibb, K. Watson & T. Pfeiffer in favor, J. Egland & S. FitzGerald opposed.  By 

a vote of 3‐2 the motion carries.  

 

III. School Sign Request 

S. FitzGerald does not support 

J. Egland doesn’t feel we should allow sign 

J. Bibb supports it as a display as a motto of our country not as an issue of supporting 

one religion over another – does support display 

J. Egland no school in Oregon is currently doing this, doesn’t want to be open to lawsuit 

T. Pfeiffer – not a path he wants to do down. – does not support 

K. Watson – legal advice warning of litigation makes it difficult for him to support 

adopting display of sign. He sympathized with the sentiments expressed.  He continued 

by saying he wished the same consideration had been given in past cases when differing 

views were expressed by other community members.  He does not support display 

J. Bibb motioned to approve the sign request.  Hearing no second the motion is dead.  

IV. District Logo, Color, Mascot Scheme 

 

District moving to have the same logo, color and mascot for all three schools. Colors will 

be orange and black with Tiger Mascot.  

Survey sent to families was overwhelming in support of one set of colors and mascot for 

all three schools.  

 

4

K. Watson motioned to adopt new district logo, color and Mascot as presented.  S. 

FitzGerald seconded. All in favor, motion carried.  

 

V. District Committee Resolution 

 

K. Watson motioned to adopt resolution 2018‐10.  J. Bibb seconded. All in favor, motion 

carried.   

 

VI. Board Self‐Evaluation Discussion 

S. FitzGerald felt that the Board evaluation format was great and wants to use the 

results at the board retreat to make sure the right goals are set.  

T. Pfeiffer motioned to accept Board Self‐Evaluation results. S. FitzGerald seconded. All in 

favor, motion carried.   

 

VII. Upcoming Dates 

Graduation – June 10th – Be to Greg’s office by 4:00pm 

OSBA Final Training – June 18th  

 

VIII. Board of Directors Comments 

T. Pfeiffer – Looking forward to “Sneak Peek” event on Saturday from 9‐11. Hopes for a 

good turnout 

J. Bibb – “this was a difficult night for me” felt like “I was throwing sand in the gears”.  

He is thankful that it was not unnecessarily contentious.  

 

With no further discussion the meeting was adjourned at 8:47PM 

Minutes by:  Michelle Rettke, Board Secretary 

 

 

5

Donations YCHS Meadow Ridge Farms $ 250.00 YCHS Rocketry David & Kim Van De Walle $ 100.00 YCHS Rocketry Aimee Amerson $ 24.00 Track Fund Joe McLeod $ 100.00 Class ’72 Scholarship Mark Wood $ 100.00 Class ’72 Scholarship John & Janet Kaiser $ 50.00 Class ’72 Scholarship James Skuzeski $ 75.00 Class ’72 Scholarship Debbie & William Barber $ 50.00 Class ’72 Scholarship J4 Construction $ 100.00 YCHS Rocketry McMinnville Martial Arts $ 50.00 YCHS Rocketry Better Series LLC Hood to Coast $ 500.00 Cheer Team Everdrone $ 100.00 YCHS Rocketry Nancy Bisbee $ 100.00 Class ’72 Scholarship Julie Bush $ 100.00 Class ’72 Scholarship Randy & Janine McLeod $ 100.00 Class ’72 Scholarship Rodney Buxton $ 70.00 Class ’72 Scholarship Emerald Veil Jerseys $ 250.00 FFA Fund Pfeiffer Farms $ 250.00 YCHS Rocketry YCSD Mid Columbia Bus $ 200.00 Scholarship

Surplus 2 Library Card Catalog stands – each valued at $1000.00 2 additional card catalogs (can be added to stand) – each valued at $350.00

6

Yamhill Carlton School District Human Resources Board Report June 2018

Resignations

Courtney Landels (YCIS Secretary Lucas Vinson (YCHS Sped Teacher) Raynie Waller (YCHS Sped IA) Aaron Yost (Assistant Coach: Football, Basketball & Baseball) Shiloh Ficek (Cross Country Coach)

2018-19 School Year New Hires Heather Roberts (YCIS Dean of Students & YCHS Boys Basketball Coach) John Briggs (YCHS Boys Soccer Coach)

2018-19 Open/Unfilled Positions YCIS Secretary YCHS/YCIS Special Ed Teacher - Behavior YCHS/YCIS IA - Behavior YCIS 7th & 8th Grade Math Teacher YCES IA - Title 1 (Part Time) YCES IA - Lifeskills (Various) YCSD ELL Teacher (Part Time)

7

Female Male TotalKindergarten 32 39 71

32 44 7632 43 7539 35 74

4th Grade 47 45 92182 206 388

50 42 9248 51 9934 47 8127 39 66

5th-8th Subtotal: 159 179 338

33 47 8033 38 7135 30 6536 44 80

9th – 12th Subtotal: 137 159 296

District Total: 478 544 1022

Sept Oct Nov Dec Jan Feb Mar Apr May JuneYCES 352.5 342.5 344.25 344.25 347.75 345.25 343.25 346.25 344YCIS 323 321.5 318.5 314.5 315 310.5 309.5 308.5 303.5YCHS 312 307 305 304 303 300 300 297 296Alliance 67.5 64 70.25 70.25 75.25 78.25 78.25 77.25 78.5Total 1055 1035 1038 1033 1041 1034 1031 1029 1022

Sept Oct Nov Dec Jan Feb Mar Apr May JuneKindergarten 68 68 71 69 68 67 66 66 661st Grade 69 69 68 68 70 69 70 70 702nd Grade 64 60 60 61 64 64 64 65 653rd Grade 61.5 60 59 59 57.5 60 60 59 594th Grade 90 85.5 86.25 87.25 87.25 85.25 83.25 86.25 8417/18 Total 352.5 342.5 344.25 344.25 346.75 345.25 343.25 346.25 344 016/17 Total 366 364 364 363 357 357 354 352 351 34815/16 Total 379 380 382 379 385 381 378 379 376 376

Synergy Reports STU408 & STU601

11th Grade12th Grade

District Enrollment for 2017/18 School Year

YCES Enrollment for 2017/2018 School Year

5th Grade6th Grade7th Grade8th Grade

9th Grade10th Grade

District Enrollment ReportMay 2018

1st Grade2nd Grade3rd Grade

K- 4th Subtotal:

8

Sept Oct Nov Dec Jan Feb Mar Apr May June5th Grade 80 79 80 80 80 77 76 76 766th Grade 95.5 95 93 91 92.5 91 93 94 927th Grade 82.5 82.5 80.5 79.5 78.5 79.5 77.5 77.5 75.58th Grade 65 65 65 64 64 63 63 61 6017/18 Total 323 321.5 318.5 314.5 315 310.5 309.5 308.5 303.516/17 Total 317 320 319 318 313 313 314 312 311 31115/16 Total 327 325 324 321 321 323 323 322 317 316

Sept Oct Nov Dec Jan Feb Mar Apr May June9th Grade 77 77 79 79 79 80 80 81 8010th Grade 74 74 74 73 73 70 70 70 7111th Grade 72 72 69 69 68 68 68 66 6512th Grade 89 89 83 83 83 82 82 80 8017/18 Total 312 307 305 304 303 300 300 297 29616/17 Total 326 325 325 322 318 324 324 323 318 31115/16 Total 360 361 360 356 352 354 352 346 341 323

Sept Oct Nov Dec Jan Feb Mar Apr May JuneKindergarten 3 3 4 4 4 5 5 5 51st Grade 6 5 6 5 5 6 6 6 62nd Grade 7 7 9 9 9 10 10 10 103rd Grade 14.5 14 15 15 16.5 14 14 15 154th Grade 9 9.5 9.75 8.75 7.75 8.75 9.75 7.75 85th Grade 13 12 12 12 13 15 15 15 166th Grade 8.5 8 8 9 10.5 11 9 7 77th Grade 4.5 3.5 4.5 4.5 6.5 5.5 5.5 5.5 5.58th Grade 2 2 2 3 3 3 4 6 617/18 Total 67.5 64 70.25 70.25 75.25 78.25 78.25 77.25 78.5 016/17 Total 50 49 49 48 49 49 52 52 62 6115/16 Total 39 38 37 38 42 40 38 39 37 37

Sept Oct Nov Dec Jan Feb Mar Apr May JuneBrick & MortarIncoming 59 59 59 59 53 53 56 57 57Outgoing 91 91 91 91 96 98 99 99 99OnlineIncoming 51 51 51 51 50 52 51 50 49Outgoing 16 16 16 16 7 8 9 8 9

Total Incoming 110 110 110 110 103 105 107 107 106 0Total Outgoing 107 107 107 107 103 106 108 107 108 0

Alliance Academy Enrollment 2017/2018

Interdistrict Transfers 2017/2018

YCIS Enrollment for 2017/2018 School Year

YCHS Enrollment for 2017/2018 School Year

9

YamhillCarltonElementarySchoolPrincipalReport–June2018

LastDayofSchoolWesaidgoodbyetoourstudentsyesterdaywithmuchjoyandcelebration.Mrs.RindelleadtheschoolisaLeadershipAssemblytostartourday,performingamusicalnumbertohighlightstudents’abilitytobestrongandpositive.StudentsengagedinaseriesoffunactivitiesthroughoutFieldDay,focusingonteamworkandhavingfun.And,weendedourmorningwithpopsicles,bubbles,andanallschool‐danceparty.YCISTransitionVisitItisalwayshardtosendoffour4thgraders,butweknowtheyarereadyandwillbeingoodhandsatYCIS.Incoming5thgraderscametocampusonMonday,June4th,totakeatourofthebuilding,meetwith8thgradeleadershipstudentstolearnabouttheirnewschool,andmeettheirteachers.Studentsreturnedwithsmilesontheirfacesandaneagernesstobeginthenextadventureintheirlives.PAXGoodBehaviorGame‐PAXlandiaOurfirstPAXlandiacelebrationwasbeonMay17th.PAXlandiatooktheplaceofourannualcarnivalasaspringcelebration.Wehadlotsoffamiliescomeouttoenjoytheeveningwithus.FamiliesexperiencedhowweusePAXatschool.Theyalsolistenedtolivemusic,playedcarnivalgames,andlearnedthestoryofourPAXmural.Thiswasagreatcelebrationofthehardworkstudentsandstaffhavedonethisyeartobuildapositive,supportivelearningculturethroughoutourschool.ORTIi/DIBELSWorkWecompletedourfinalroundsofDIBELSlastweek.Iampleasedtosharethepreliminaryscoreswithyou.Westillhaveafewstudentstoenter,butthenumbersareshowinggrowthinallgrade‐levelsfromwherestudentswerelastyear,andoverallgrowththroughouttheyear.Ibelievethatoureffortsareputtingusontherightcourseofschool‐wideliteracystrength. 

Kindergarten  Fall  Winter  Spring 

2016‐2017  42%  30%  55% 

2017‐2018  41%  46%  58% 

Percent Change  ‐1%  +16%  +3% 

 

First Grade  Fall  Winter  Spring 

2016‐2017  37%  57%  62% 

2017‐2018  51%  61%  66% 

Percent Change  +14%  +4%  +4% 

10

YamhillCarltonElementarySchoolPrincipalReport–June2018

 

Second Grade  Fall  Winter  Spring 

2016‐2017  70%  69%  66% 

2017‐2018  66%  66%  73% 

Percent Change  ‐4%  ‐3%  +7% 

 

Third Grade  Fall  Winter  Spring 

2016‐2017  65%  52%  57% 

2017‐2018  76%  68%  74% 

Percent Change  +11%  +16%  17% 

 

Fourth Grade  Fall  Winter  Spring 

2016‐2017  47%  49%  57% 

2017‐2018  57%  61%  66% 

Percent Change  +10%  +12%  +9% 

Hereareourattendancepercentagesforthelastmonth:MayADA:Kindergarten–91.70%FirstGrade–94.23%SecondGrade–94.72%ThirdGrade–91.83%FourthGrade–94.84%SchoolWide–93.57%

11

Yamhill Carlton Intermediate School

Principal Report June 2018

State Testing We are ending our season of state testing with many of our students finishing strong with the rest having completed the assessments. The initial results are positive as we are seeing some preliminary results come in to the system. They will not be finalized till late summer though. The teachers have worked incredibly hard to prepare them to be successful and strive to have them show their best work. ELA State Math State Science State 5th Grade 72% 56% 66% 39% 86% 65% 6th Grade 78% 53% 39% 38% 7th Grade 69% 58% 50% 43% 8th Grade 71% 57% 33% 40% 80% 61% YCIS State Averages 72.5% 56% 47% 40% 83% 63% 64.4% 51% As you can see there is only 1 out of 10 categories that YCIS students are not performing above the state average. We are averaging 16.5% higher than the state average in ELA, 7% higher than the state average in Math and 20% higher than the state average in Science! When you combine all assessments YCIS is having 13.4% more students at state benchmark than the average district in the state. Much to be excited about at YC! Wax Museums! About a month ago our 7th graders put on a Wax Museum and this past week our 5th graders did the same thing and they were amazing. There were presentations going on in all 3 5th grade rooms and an additional room to space everyone out. As you entered each room you saw ropes hanging across the rooms where the students hung the display they created about their character from history. There were rooms for inventors, athletes, scholars, politicians, etc. Besides the displays, the students were dressed in the outfit that that individual wore during their lives including hair styles, make up, etc. They all had some type of button to push to make them come alive. The students held perfectly still until someone pushed the button. They would then start an engaging presentation as if they were the person, sharing their life and accomplishments. It was truly impressive to the see the abilities of these students and the work that went into this project. Other grade levels at YCIS visited at different times throughout the morning as well as parents and grandparents. It was an impressive site! Next Year As we finish up this year we are working hard to prepare for next year as we are looking at combining more staff between YCIS and YCHS. This can be difficult as they will be spread between 2 buildings and we will work to keep them connected in both places with students, staff and parents. We are excited to have Jordan Slavish teaching a little Math and STEM, Matt Opitz teaching our 8th grade Language Arts, Jenna Schaljo continuing to teach 2 sections of Art, Brennon Mossholder teaching 2 sections of Wellness, Trevor DeSilva and the new Ag teacher teaching 2 sections of Ag / CTE (each for ½ a year). Attendance Data June Attendance 5th Grade 94.53% 6th Grade 93.15% 7th Grade 90.95% 8th Grade 89.77% Total 92.00% 12

Yamhill Carlton School District School Board Report June 2018 Board Meeting

Yamhill Carlton High School Upcoming Events June 14: Last day for teachers Donations Meadow Ridge Farms $ 250.00 YCHS Rocketry David & Kim Van De Walle $ 100.00 YCHS Rocketry Aimee Amerson $ 24.00 Track Fund Joe McLeod $ 100.00 Class ’72 Scholarship Mark Wood $ 100.00 Class ’72 Scholarship John & Janet Kaiser $ 50.00 Class ’72 Scholarship James Skuzeski $ 75.00 Class ’72 Scholarship Debbie & William Barber $ 50.00 Class ’72 Scholarship J4 Construction $ 100.00 YCHS Rocketry McMinnville Martial Arts $ 50.00 YCHS Rocketry Better Series LLC Hood to Coast $ 500.00 Cheer Team Everdrone $ 100.00 YCHS Rocketry Nancy Bisbee $ 100.00 Class ’72 Scholarship Julie Bush $ 100.00 Class ’72 Scholarship Randy & Janine McLeod $ 100.00 Class ’72 Scholarship Rodney Buxton $ 70.00 Class ’72 Scholarship Emerald Veil Jerseys $ 250.00 FFA Fund Pfeiffer Farms $ 250.00 YCHS Rocketry FFA We have been really busy the last few weeks finishing our activities for the school year. Recently, we had our District Tractor Driving contest where we had two members place in the Top 3. Oliver Smith took 1st place and Ryan Berhorst took 2nd place, both members will be moving on to compete at the State Level during the Oregon State Fair

13

this summer. Last week, we visited the Elementary School to teach students K-4 about agriculture in cooperation with the Oregon Ag in the Classroom Literacy Project. In addition to the literacy project, we organized an Ag Field day where students learned about tractors, pet animals at a petting zoo, learned about dairy from the Yamhill County Dairy Princess Ambassador, and planted some grass seed in the form of a “Dirt Baby” (like a chia pet). We would like to thank all the local farmers who allowed us to use their tractors, Tim Pfeiffer, Ben Vandyke, and Scott Bernards. Our next FFA event will be the Yamhill County Fair. We hope to see you there! ASPIRE ASPIRE ended the year with 103 students signed up to work with an ASPIRE mentor. Of those, 63 were seniors, 35 juniors, and 5 sophomores. With 103 students matched with mentors, the year-end goal set with OSAC/ASPIRE last fall was exceeded by 37 percent. Thus far, ASPIRE seniors have reported being offered upwards of $1,422,048 in grants and scholarships -- with 15 students having not yet reported their financial aid amounts. In comparison, the approximate total of aid reported for 2016-17 was $1,497,014. Some 31 students reported being admitted to 25 different colleges and universities. The seven mentors with us this school year were: Robin Culver, Carol Foley, Annette Madrid, Dede Small, Jo Weinstein, Thuy Wise, Sgt. Don Hanson and student ASPIRE mentor Nicole Armstrong. After a decade of mentoring, Annette will not be returning in the fall. We are actively seeking additional mentors for next year. Please help us spread the word. These mentors volunteered more than 480 hours to helping YC’s ASPIRE students this year. The number of FAFSA application successfully submitted by YC seniors this year grew to 47 from 29 the previous school year. This represents nearly 50 percent of the senior class.

14

Principal's Report

By the time you read this repo graduation will be complete and the school year will have been wrapped up. The 2017-18 school year went by in a blur. I am very proud of the accomplishments of the high school this year through all of the hustle and bustle of the bond projects we had what I consider our best year yet. I’m happy to say that for the first time in my four year principalship. I anticipate we will exceed the state in all measurable categories: Mathematics 38% up 12% from last year Language arts 81% same as last year. Science 65% up 13% from last year Attendance rates 93.56 ADA for the 2017-18 School Year. Freshman on track to graduate (Between 80%-90%) Final number TBD Cohort graduation rate 82% up from last year 78% Mind you these are preliminary numbers however the team at YCHS should be very proud of their work this year. This summer we will work to retool all of our processes in order to make sure that the 2018-19 school year will exceed our performance from this year. The addition of the new facilities and all of the excitement that goes around them will only continue to build upon the positive momentum we have at the high school which is supported by our entire K-12 structure. I feel very honored to be part of this team and cannot wait to get back after it in September. However we are all very excited about some much-needed downtime to recharge your batteries. Thank you to the school board for all of your support we cannot do it without you.

15

Attendance

16

YAMHILL CARLTON SCHOOL DISTRICT 1 FINANCIAL BOARD REPORT

JUNE 14, 2018

General Fund – Revenue: The tax collections will continue to post back to June for July and August receivables, which will be reported on future financials. We are wrapping up the year and the June payroll will clear the majority of the encumbrances. The rest will be cleared as we pay for outstanding invoices.

Special Revenue – We are working on spending down the remaining grant funding for the remainder of the year. Some of the grants awarded have remaining funds which will be spent July through September to fully expend them.

Debt Service Fund – The General Obligation Bond payments have been made, along with the PERS UAL Debt payment.

Capital Funds Project – Construction Excise Tax, Bond Funds, and Building Fund revenue and expenditures are shown, showing the current fund balance in each account. The encumbrances are not shown on this report. This is strictly a cash flow report.

17

Financial Report

Yamhill-Carlton School District

For Period Ending May 31, 2018

WorkingBudget Actual Projected Total

BalanceOver/(Under) % received

Revenue:1111 Current Taxes 2,982,912 2,875,881 107,031 2,982,912 - 96.4%1112 Prior Taxes 86,072 56,962 29,110 86,072 - 66.2%1113 Revenue in Lieu of Taxes - 5,665 - 5,665 5,665 5665.2%1190 Interest on Tax Collection - 12,754 - 12,754 12,754 12753.8%1312 Tuition From Other School Districts - 3,045 18,955 22,000 22,000 3045.0%1330 Summer School Tuition 2,000 2,120 - 2,120 120 106.0%1411 Transportation Fees from Individuals - 590 - 590 590 590.0%1510 Interest 15,000 48,152 - 48,152 33,152 321.0%1710 Admissions 10,000 12,583 - 12,583 2,583 125.8%1711 Athletic Sign Up - - - - - 0.0%1740 Student Fees (Athletics) 28,000 31,060 - 31,060 3,060 110.9%1910 Rentals 5,140 6,918 - 6,918 1,778 134.6%1920 Contributions & Donations 10,000 866 9,134 10,000 - 8.7%1950 Reimbursements - - - - - 0.0%1960 Recovery of Prior Year Expenditures - 6,228 - 6,228 6,228 6228.2%1990 Miscellaneous Revenue 35,000 45,441 - 45,441 10,441 129.8%

Total Local Revenue 3,174,124 3,108,265 164,230 3,272,495 98,371 97.9%

2101 County School Fund 4,700 - 1,000 1,000 (3,700) 0.0%2102 ESD Apportionment 182,669 150,050 32,619 182,669 (0) 82.1%2199 Other Intermediate Sources - - - - - 0.0%

Total Intermediate Revenue 187,369 150,050 33,619 183,669 3,700 80.1%

3101 State School Fund Grant 6,500,006 6,486,466 13,337 6,499,803 (203) 99.8%3103 Common School Fund 126,921 54,276 54,276 108,552 (18,369) 42.8%3199 SSF - High Cost Disability Grant 60,000 - 60,000 60,000 - 0.0%3299 Other Restricted Grants in Aid - - - - - 0.0%

Total State Revenue 6,686,927 6,540,742 127,613 6,668,355 (18,572) 97.8%

4700 Federal Grants in Aid - - - - - 0.0% Total Federal Revenue - - - - - 0.0%

5200 Transfers - - - - - 0.0%5300 Sale of Fixed Assets/Ins Proceeds - - - - - 0.0%5400 Beginning Fund Balance 907,416 1,140,213 - 1,140,213 232,797 125.7%

Total Other Sources 907,416 1,140,213 - 1,140,213 232,797 125.7%

Total Revenues 10,955,836$ 10,939,270$ 325,462$ 11,264,732$ 316,296$ 99.8%

Expenditures:WorkingBudget Actual Encumbrances Total

Balance(Over)/Under

% spent (actuals)

100 - Salaries 4,839,640 3,877,715 967,321 4,845,036 (5,396) 80.1%200 - Benefits 2,588,623 1,927,726 508,401 2,436,127 152,496 74.5%300 - Purchased Services 1,953,328 1,689,522 303,657 1,993,179 (39,851) 86.5%400 - Supplies & Materials 437,427 314,488 11,279 325,767 111,660 71.9%500 - Capital Outlay 10,000 119 - 119 9,881 1.2%600 - Other Objects 279,331 252,240 64 252,304 27,027 90.3%700 - Transfers 447,487 432,487 - 432,487 15,000 96.6%800 - Operating Contingency 400,000 - - - 400,000 0.0%

Total Expenditures 10,955,836$ 8,494,296$ 1,790,722$ 10,285,018$ 670,818$ 77.5%

General Fund - Revenue & Expenditures by Object Code

18

For Period Ending May 31, 2018

Budget Actual Encumbrances TotalBalance

Over/(Under) % received

Revenue:1000 Local Revenue 623,942 103,122 487,709 590,830 (33,112) 16.5%2000 Intermediate Revenue 2,714 1,357 1,357 2,714 - 50.0%3000 State Revenue 213,074 33,119 192,581 225,700 12,626 15.5%4000 Federal Revenue 577,330 171,453 514,001 685,453 108,123 29.7%5200 Interfund Transfers 116,055 101,055 15,000 116,055 - 87.1%5400 Beginning Fund Balance 188,210 353,118 0 353,118 164,908 187.6%

Total Revenues 1,721,325$ 763,223$ 1,210,647.06$ 1,973,870 252,545 44.3%

Expenditures: % spent

100 - Salaries 395,965 288,053 80,206 368,258 (27,707) 72.7%200 - Benefits 324,724 217,022 78,096 295,118 (29,606) 66.8%300 - Purchased Services 67,019 26,119 26,444 52,563 (14,456) 39.0%400 - Supplies & Materials 915,943 184,542 54,111 238,653 (677,289) 20.1%500 - Capital Outlay 12,274 20,897 - 20,897 8,623 170.2%600 - Other Objects 5,400 6,084 - 6,084 684 112.7%700 - Transfers - - - - - 0.0%800 - Reserved for Next Yr - - - - - 0.0%

Total Expenditures 1,721,325$ 742,718$ 238,857 981,575$ (739,750)$ 43.1%

Special Revenue Funds - Revenue & Expenditures by Object Code

19

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5583

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$651

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5583

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BR

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NU

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5586

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$337

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$150

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SU

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18

5587

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SY

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$347

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5587

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5587

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5587

605

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ALP

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RO

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$519

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05/3

1/20

18

5587

705

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2018

CD

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$341

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05/3

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18

5587

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2018

CE

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05/3

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18

5587

905

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S$4

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05/3

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18

5588

005

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2018

D-N

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TR

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$334

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5590

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5591

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05/3

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33

Facilities Board Report 

June 2018 

With the end of school year coming quickly, we have been creating lists and 

planning summer projects that we will be working while the buildings are mostly 

empty. The lists are long and the summer will go by quickly, but my goal is to be 

able to see visible improvements as people come onto campus and enter the 

buildings. 

There will be a group of young people who will be helping us with some tasks 

around the district this summer. Their services will be managed by Tiffany 

Williams and YCTC. They will help us by washing walls and doors, moving light 

items, cleaning desks and tables, and organizing spaces. I look forward to working 

together with these individuals and I see their service as a great benefit to the 

school district for many different reasons. 

As I near my 1 year anniversary working for the District, I have learned a lot and 

realize I have much more to learn. It has been great working with the building 

administrators and I thank them for their assistance. I honestly feel like we have 

made some great steps forward in some areas and see many areas that we will 

continue working to improve. I keep reminding myself, one thing at a time. 

Have a great summer, 

Brian King 

34

Food Service Board Report June 14, 2018

The PLE (Paid Lunch Equity tool) was announced on June 1st. Entering the information into the tool, we are required to raise our average daily lunch costs by .05. To do this, I recommend that we increase the Elementary to $2.80 (.10 increase) and the YCIS/YCHS to $3.00 (.05 increase) and overall Breakfast increase to $1.10 (.10 increase). To maintain the costs for adult lunches, I recommend that we increase the cost from $3.75 to $4.00. With the estimated cost increase on food, this will ensure that our adult lunches are paid in full and not subsidized by the National School Lunch Program in any way. An audit is done on adult lunch sales (non-profit food sales) every year to ensure compliance. This year with the Lunch Shaming Bill that passed in the Legislative session has increased our negative lunch balances. Statements are emailed on a weekly basis, mailed on a quarterly basis, and follow-up phone calls are made bi-weekly for large unpaid balances. At this time our negative balance amount is $6,427 for 182 families. At the end of May we have sold over $71,000 lunch meals which averages about 428 per day. This is feeding approximately 45.4% of the student population. Below are the FARM (Free and Reduced Meals) eligibility by month. The first snapshot is the combination of free and reduced, then just free and just reduced.

35

36

FREE/REDUCED ELIGIBILITY YCHS = 36.6% YCIS = 41.5% YCES = 42.5% DISTRICT = 40.5%

2017-2018

Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Days Per DaySeptember 2017 7,952 2,723 3,932 1,297 1,713 538 897 278 3,165 1,089 1,622 454 3,074 1,096 1,413 565 19 419 October 2017 9,131 3,414 4,194 1,523 1,860 648 912 300 3,553 1,410 1,665 478 3,718 1,356 1,617 745 21 435 November 2017 7,091 2,835 3,150 1,106 1,449 580 645 224 2,752 1,146 1,275 331 2,890 1,109 1,230 551 16 443 December 2017 5,820 2,347 2,533 940 1,125 421 513 191 2,226 930 1,001 295 2,469 996 1,019 454 13 448 January 2018 8,406 3,278 3,663 1,465 1,655 626 745 284 3,142 1,279 1,426 437 3,609 1,373 1,492 744 20 420 February 2018 7,832 3,027 3,442 1,363 1,507 526 698 283 2,913 1,204 1,289 420 3,412 1,297 1,455 660 18 435 March 2018 7,286 2,795 3,260 1,231 1,443 478 702 263 2,590 1,111 1,109 370 3,253 1,206 1,449 598 17 429 April 2018 8,987 3,445 3,990 1,552 1,707 561 804 342 3,186 1,350 1,386 450 4,094 1,534 1,800 760 21 428 May 2018 8,547 3,258 3,859 1,430 1,607 490 804 313 2,902 1,206 1,306 390 4,038 1,562 1,749 727 21 407 June 2018 - - - - - - - - - - - - - - - - - -

Total 71,052 27,122 32,023 11,907 14,066 4,868 6,720 2,478 26,429 10,725 12,079 3,625 30,557 11,529 13,224 5,804 166 428

Per Day 428.02 163.39 192.91 71.73% of sales 38.2% 45.1% 16.8% Free and Reduced % of Meals Sold 61.8%

2016-2017

Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Days Per DaySeptember 2016 9,006 3,434 4,340 1,232 2,473 986 1,212 275 3,436 1,346 1,558 532 3,097 1,102 1,570 425 19 474 October 2016 10,335 4,261 4,621 1,453 2,456 965 1,223 268 3,902 1,740 1,517 645 3,977 1,556 1,881 540 20 517 November 2016 8,160 3,572 3,471 1,117 1,881 778 906 197 3,121 1,516 1,124 481 3,158 1,278 1,441 439 16 510 December 2016 4,483 1,965 1,907 611 966 397 471 98 1,761 833 649 279 1,756 735 787 234 9 498 January 2017 9,851 4,185 4,299 1,367 2,141 855 1,045 241 3,827 1,775 1,434 618 3,883 1,555 1,820 508 20 493 February 2017 8,974 3,760 3,995 1,219 1,865 733 947 185 3,549 1,585 1,397 567 3,560 1,442 1,651 467 18 499 March 2017 8,334 3,500 3,661 1,173 1,701 672 857 172 3,361 1,532 1,296 533 3,272 1,296 1,508 468 17 490 April 2017 9,478 3,933 4,258 1,287 1,813 696 936 181 3,752 1,685 1,525 542 3,913 1,552 1,797 564 20 474 May 2017 9,649 3,827 4,521 1,301 1,847 655 996 196 3,803 1,616 1,648 539 3,999 1,556 1,877 566 21 459 June 2017 4,700 1,924 2,163 613 694 219 393 82 1,982 915 801 266 2,024 790 969 265 11 427

Total 82,970 34,361 37,236 11,373 17,837 6,956 8,986 1,895 32,494 14,543 12,949 5,002 32,639 12,862 15,301 4,476 171 485

Per Day 485.2 200.9 217.8 66.5 Change (57.2) (37.6) (24.8) 5.2 Free and Reduced % of Meals Sold 58.6% (57) % change -11.8% -18.7% -11.4% 7.8%

YAMHILL CARLTON SCHOOL DISTRICT

LUNCH PROGRAM

YCISTotal YCHS

FOOD SERVICE

Total YCHS

YCES

YCESYCIS

37

YAMHILL CARLTON SCHOOL DISTRICTFOOD SERVICE

2017-2018

Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Days Per DaySeptember 2017 3,484 975 1,970 539 546 127 325 94 1,182 298 739 145 1,756 550 906 300 19 183 October 2017 4,425 1,387 2,382 656 551 135 326 90 1,526 503 864 159 2,348 749 1,192 407 21 211 November 2017 3,191 1,059 1,632 500 432 163 206 63 1,071 311 627 133 1,688 585 799 304 16 199 December 2017 2,507 760 1,298 449 323 105 155 63 849 242 494 113 1,335 413 649 273 13 193 January 2018 3,648 1,080 1,871 697 440 134 234 72 1,141 340 618 183 2,067 606 1,019 442 20 182 February 2018 3,398 1,003 1,750 645 409 123 225 61 1,092 348 564 180 1,897 532 961 404 18 189 March 2018 3,261 906 1,703 652 390 118 216 56 1,020 325 515 180 1,851 463 972 416 17 192 April 2018 4,192 1,227 2,189 776 538 147 328 63 1,258 378 672 208 2,396 702 1,189 505 21 200 May 2018 3,956 1,179 2,076 701 507 140 325 42 1,250 405 656 189 2,199 634 1,095 470 21 188 June 2018 - - - - - - - - - - - - - - - - - -

Total 32,062 9,576 16,871 5,615 4,136 1,192 2,340 604 10,389 3,150 5,749 1,490 17,537 5,234 8,782 3,521 166 193

Per Day 193.1 57.7 101.6 33.8% of sales 29.9% 52.6% 17.5% Free and Reduced % of Meals Sold 70.1%

2016-2017

Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Total Paid Free Reduced Days Per DaySeptember 2016 4,910 1,976 2,268 666 1,035 410 459 166 1,840 791 830 219 2,035 775 979 281 19 258 October 2016 5,897 2,562 2,627 708 1,231 501 580 150 1,994 933 827 234 2,672 1,128 1,220 324 20 295 November 2016 4,788 2,309 1,956 523 991 474 407 110 1,512 741 602 169 2,285 1,094 947 244 16 299 December 2016 2,439 1,176 997 266 527 255 216 56 801 386 328 87 1,111 535 453 123 10 244 January 2017 4,901 2,393 2,006 502 996 492 398 106 1,609 794 654 161 2,296 1,107 954 235 17 288 February 2017 5,562 2,729 2,300 533 1,105 581 432 92 1,776 862 739 175 2,681 1,286 1,129 266 18 309 March 2017 5,409 2,660 2,195 554 1,020 504 418 98 1,771 881 707 183 2,618 1,275 1,070 273 17 318 April 2017 6,394 3,152 2,609 633 1,126 577 469 80 2,185 1,069 881 235 3,083 1,506 1,259 318 20 320 May 2017 8,702 5,118 2,926 658 1,244 643 516 85 2,358 1,149 1,002 207 5,100 3,326 1,408 366 21 414 June 2017 3,684 1,787 1,531 366 583 274 258 51 1,239 653 466 120 1,862 860 807 195 11 335

Total 52,686 25,862 21,415 5,409 9,858 4,711 4,153 994 17,085 8,259 7,036 1,790 25,743 12,892 10,226 2,625 169 312

Per Day 311.8 153.0 126.7 32.0 Change (118.6) (95.3) (25.1) 1.8 % change -38.0% -62.3% -19.8% 5.7% Free and Reduced % of Meals Sold 50.9%

BREAKFAST PROGRAM

YCISYCHS YCESTotal

YCISTotal YCHS YCES

38

YCSuperintendent’sReport6/14/18

Welcome to the last board meeting of the school year.  It’s been a challenging, but good year. 

Great things were accomplished and difficulties overcame. I will have a compiled list of 

accomplishments for you by the board meeting. 

Graduation – My thanks to board members who were able to attend the graduation ceremony. 

We appreciate this annual celebration of the accumulation of all of the students’ and staffs’ 

hard work.  

State Testing – State testing has been completed and the preliminary results are coming in. I 

will provide board members with those numbers as soon as they have stabilized.  

Hiring – We are closing in on getting the full roster hired for the next school year. We still need 

to find a number of new staff members, but we hope to have the process completed before the 

end of June. 

School Bond – A great deal of progress has been made since the last board meeting. The water 

pipe installation is proceeding on schedule. The walls have been framed inside of the Science / 

CTE Building and drywall is proceeding to be placed. The concrete floor for the gymnasium is 

scheduled to be poured on June 14th. As soon as the students and staff are gone for the 

summer, Turner construction will take over the whole campus and proceed to start to install 

the hardscape around the buildings. 

PGE Tank Strike – We are still waiting on a response from PGE after our attorney granted a 30 

day extension to respond to our claims against them.  I am in communications with our 

attorney and will let board members know what the next step is. 

End of Year Management Evaluations – Evaluation meetings are scheduled for the week of 

June 18th.  

 

 

39

BE IT RESOLVED THAT THE Board of Directors of the Yamhill Carlton School District hereby adopts the budgetfor the fiscal year 2018-2019 in the total of $23,570,118 now on file at the Yamhill Carlton District Office located at 120 N. Larch Place, Yamhill, OR 97148.

BE IT RESOLVED that the amounts for the fiscal year beginning July 1, 2018 and for the purposes shown below are hereby appropriated.

GENERAL FUND CONSTRUCTION PROJECT FUNDInstruction 6,026,486 Support Services 125,000 Support Services 4,379,524 Building & Acquisition 5,757,732 Transfers 215,964 Debt Service 2,000,000 Debt Service - Contingency - Contingency 400,000 Total Construction Project Fund 7,882,732 Total General fund 11,021,974

SPECIAL REVENUE FUNDS TRUST AND AGENCY FUNDSInstruction 1,025,270 Instruction 2,000 Support Services 164,714 Reserved for Next Year 40,000 Community Services 391,005 Total Trust & Agency Fund 42,000 Total Special Revenue Funds 1,580,989

DEBT SERVICE FUND TOTAL APPROPRIATIONS, All Funds 23,530,118 Debt Service 3,042,423 Total Unappropriated and Reserve Amounts 40,000 Total Debt Service Funds 3,042,423 TOTAL ADOPTED BUDGET 23,570,118

BE IT RESOLVED that the following ad valorem property taxes are hereby imposed upon the assessed valueof all taxable property within the district for tax year 2018-2019:

(1) At the rate of $4.7818 per $1000 of assessed value for permanent rate tax(2) In the amount of $1,551,653 for debt service on general obligation bonds

BE IT RESOLVED that the taxes imposed are hereby categorized for purposes of Article XI section 11b as:

Subject to the Education LimitationPermanent Rate Tax $4.7818/per $1000Excluded from LimitationGeneral Obligation Bond Debt Service $1,551,653

The above resolution statements were approved and declared adopted on the 14th day of June 2018.

X X Jami Egland, Board Chair Charan Cline, Superintendent

Yamhill Carlton School DistrictResolution # 2018-11

ADOPTING THE BUDGET

MAKING APPROPRIATIONS

IMPOSING THE TAX

CATERGORIZING THE TAX

40

FORM ED-1

Telephone: (503) 852-6983

Actual Amount Adopted Budget Approved BudgetLast Year 2016-2017 This Year 2017-2018 Next Year 2018-2019

$1,540,184 $15,285,260 $4,777,7594,297,199 4,416,310 4,631,000

0 0 01,889,876 1,887,578 1,818,950

227,099 187,369 172,7147,937,496 10,046,899 6,801,625

573,465 603,580 514,374477,875 447,487 215,964

16,150,294 0 4,637,732$33,093,489 $32,874,483 $23,570,118

$5,234,784 $5,415,610 $5,366,141Other Associated Payroll Costs 2,679,753 2,908,347 3,036,049

2,252,161 1,855,220 2,140,803972,736 1,350,516 1,212,806

2,694,421 17,223,534 5,910,732Other Objects (except debt service & interfund transfers) 170,160 187,885 205,200

2,448,005 2,599,848 4,595,796477,875 447,487 215,964

0 846,036 846,627Unappropriated Ending Fund Balance & Reserves 16,163,594 40,000 40,000

$33,093,489 $32,874,483 $23,570,118

$6,323,717 $7,031,629 $7,053,75673.826 76.1947 73.0948

4,260,962 4,466,206 4,669,23827.0626 27.3127 28.3126

3000 Enterprise & Community Service 403,926 438,243 391,0055.4063 4.6563 4.5624

4000 Facility Acquisition & Construction 3,015,411 17,005,034 5,757,7320 0 00 446,036 446,627

2,448,005 2,599,848 4,595,796477,875 447,487 215,964

0 400,000 400,00016,163,594 40,000 40,000

$33,093,489 $32,874,483 $23,570,118106.2949 108.1637 105.9698

Rate or Amount Imposed Rate or Amount Imposed Rate or Amount Approved Permanent Rate Levy (Rate Limit 4.7818 per $1,000) 4.7818 4.7818 4.7818

0 0 0 Levy For General Obligation Bonds $1,525,000 $1,567,000 $1,551,653

LONG TERM DEBT

General Obligation BondsOther BondsOther Borrowings Total ** If more space is needed to complete any section of this form, insert lines (rows) on this sheet. You may delete blank lines.

Estimated Debt Outstanding Not Incurred on July 1

Estimated Debt Authorized, But on July 1

$2,000,000$22,592,074$2,000,000

$6,214,365$833,571

$15,544,138

STATEMENT OF CHANGES IN ACTIVITIES and SOURCES OF FINANCING **

FTE

FTE

FTE

Total Requirements Total FTE

Local Option Levy

5000 Other Uses 5100 Debt Service* 5200 Interfund Transfers*6000 Contingency

* not included in total 5000 Other Uses. To be appropriated separately from other 5000 expenditures.

This budget is based on the State School Fund at $8.2 billion for the 2017-19 Biennium. The District had to reduce FTE to account for student loss. PERS rates and the debt requirement on the PERS limited tax pension obligation bonds have caused us to increase employer rates. The District has been working on the 2016 Bond Projects during the 2017-18 year, which is the main factor for the Facilities Acquisition & Construction requirements to decrease dramatically for the next fiscal year.

Current Year Property Taxes, other than Local Option TaxesCurrent Year Local Option Property Taxes

FINANCIAL SUMMARY - REQUIREMENTS AND FULL-TIME EQUIVALENT EMPLOYEES (FTE) BY FUNCTION

Purchased Services

Debt Service*

Revenue from Intermediate Sources

Revenue from Federal SourcesRevenue from State Sources

Total Resources

Email: ziglert@ycschools.org

NOTICE OF BUDGET HEARING

FINANCIAL SUMMARY - RESOURCESTOTAL OF ALL FUNDS

Contact: Tami Zigler, Director of Fiscal Services

Salaries

Operating ContingencyInterfund Transfers*

Total Requirements

FTE

Supplies & Materials

PROPERTY TAX LEVIES

2000 Support Services

Interfund Transfers

STATEMENT OF INDEBTEDNESS

Beginning Fund Balance

7000 Unappropriated Ending Fund Balance

Other Revenue from Local Sources

1000 Instruction

FINANCIAL SUMMARY - REQUIREMENTS BY OBJECT CLASSIFICATION

All Other Budget Resources

Capital Outlay

A public meeting of the Yamhill Carlton School District will be held on June 14, 2018 at 7:00 p.m. at 120 N Larch Place, Yamhill, Oregon. The purpose of this meeting is to discuss the budget for the fiscal year beginning July 1, 2018 as approved by the Yamhill Carlton School District Budget Committee. A summary of the budget is presented below. A copy of the budget may be inspected or obtained at 120 N Larch Place, Yamhill, Oregon between the hours of 8:00 a.m. and 4:00 p.m., or online at www.ycsd.k12.or.us. This budget is for an annual budget period. This budget was prepared on a basis of accounting that is the same as the preceding year.

41

Food Service Price Increases 

 

The PLE (Paid Lunch Equity Tool) was announce on June 1st.  Entering the information into the 

tool, we are required to raise our average daily lunch costs by .05.  To do this, I recommend 

that we increase as follows: 

Lunch Elementary to $2.80 (.10 Increase) 

Lunch Intermediate/High School to $3.00 (.05 increase) 

Lunch Adult to $4.00 (.25 increase) 

Breakfast District Wide to $1.10 (.10 increase) 

 

42

Religion and Schools - IGAC 1-1

Yamhill Carlton School District Code: IGAC Adopted: Religion and Schools Teachers shall be permitted to teach or present to students information concerning religions and religious beliefs, but teachers shall not promote or inhibit, openly or covertly or by subtlety, a particular religion, religious belief or nonreligious belief. Students and staff members may be excused from participating in programs or activities which are contrary to their religious beliefs without penalty. END OF POLICY Legal Reference(s): ORS 332.107 ORS 336.035

U.S. Const. amend. I. OR. CONST., art. I. Kennedy v. Bremerton Sch. Dist., 869 F.3d 813 (9th Cir. 2017). 2/08/18│PH

43

Recognition of Religious Beliefs and Customs - IGAC-AR 1-2

Yamhill Carlton School District Code: IGAC-AR Revised/Reviewed: Recognition of Religious Beliefs and Customs Observances of Religious Holidays The practice of the district shall be as follows: 1. Holidays which have a religious and secular basis may be observed in the public schools; 2. The historical and contemporary values and the origin of religious and secular holidays may be

explained in an unbiased and objective manner without sectarian indoctrination; 3. Music, art, literature and drama having religious themes or bases are permitted as part of school-

sponsored activities and programs if presented in a prudent and objective manner and as a traditional part of the cultural and religious heritage of the particular holiday;

4. The use of religious symbols that are a part of a religious holiday is permitted as a teaching aid or

resource provided such symbols are displayed as an example of the cultural and religious heritage of the holiday and are temporary in nature;

5. The district’s calendar should be prepared to minimize conflicts with religious holidays. Religion in the Curriculum 1. The district supports the inclusion of religious literature, music, drama and the arts in the curriculum

and in school activities provided it is intrinsic to the learning experience in the various fields of study and is presented objectively.

2. The emphasis on religious themes in the arts, literature and history should be only as extensive as

necessary for a balanced and comprehensive study of these areas. 3. Curriculum and instruction includes theories, views and precepts. 4. Student-initiated expressions to questions or assignments which reflect their religious or

nonreligious beliefs are permissible. For example, students are free to express religious or nonreligious belief in compositions, art forms, music, speech and debate.

44

Recognition of Religious Beliefs and Customs - IGAC-AR 2-2

Traditional Observances Traditions are a cherished part of the community life and the district expresses an interest in maintaining those traditions which have had a significance to the community. The practice of the district shall be as follows: 5. A baccalaureate service is traditionally religious in nature and shall not be sponsored by the district.

One or more community groups may hold a baccalaureate service on district property or in a district facility, but must conform to the current community use policy.

6. A memorial service which is religious in nature shall not be sponsored by the district. One or more

community groups or individuals may hold a memorial service on district property or in a district facility, but must conform to the current community use policy.

2/08/18│PH

45

Evaluation Summary 

 

Below is a summary of the Yamhill Carlton School District Board’s evaluation of Superintendent Cline 

The board of directors of the Yamhill Carlton School District has completed the annual evaluation of 

Superintendent Cline for 2017‐2018.  The past year has been both positive for the education of our 

school district while also bringing us challenges. All 5 board members have served on the board for at 

least one full year and have been able to observe and be a part of the successes achieved this year.  

The evaluation focused on: 1) nine professional standards; 2) superintendent goals; and 3) a 360‐degree 

view of the superintendent’s performance by staff from all three of our schools.  

Regarding the nine professional standards, we determined that Superintendent Cline’s performance 

exceeded the standard in the areas of leadership & district culture, policy & governance, organization 

management, curriculum planning development, instructional leadership, human resource management, 

and values & ethics of leadership. The area of communications & community relations received a rating 

of average. The area of Labor Relations was not rated as we are not in a negotiations year with either of 

our unions.  

The board determined that Superintendent Cline has done an outstanding job of attaining the goal set in 

August of 2017 to collaborate with board on effective fiscal bond management.  His success at achieving 

the goal of improving community relationships was rated as good.  Success in meeting the third goal, 

recruit and retain highly qualified teachers, was rated as excellent.  

The results of the 360‐degree evaluation to staff members reviled that staff morale has improved and we 

have made significant gains in the area of curriculum and instruction. We plan to continue to work with 

Superintendent Cine to focus on improving communication and relationships with the community.  

We will be working with Superintendent Cline over the next several weeks to develop goals for our 

district and look forward to working together to make our district successful.  

 

46

Cline, Charan

Page 1 of 5

EMPLOYMENT CONTRACT Between

Charan Cline And

Board of Directors of Yamhill Carlton School District No. 1

This Agreement, made and entered into this 1st day of July, 2018, between Yamhill Carlton School District No. 1, hereinafter referred to as the District, and Charan Cline, hereinafter referred to as the Superintendent.

WITNESSETH: WHEREAS, the SUPERINTENDENT is desirous of serving as the chief executive officer of the DISTRICT and to perform all duties required by that office; and WHEREAS, the DISTRICT is desirous of securing a Superintendent of Schools to supervise and direct the schools and the educational program of the DISTRICT under the general supervision of the DISTRICT’S School Board; and WHEREAS, the DISTRICT and the SUPERINTENDENT believe that a written employment contract is necessary to describe specifically their relationship and to serve as the basis of effective communication between them as they fulfill their governance and administrative functions in the operation of the education program of the schools; NOW, THEREFORE, in consideration of the mutual promises contained herein, the DISTRICT hereby employs the SUPERINTENDENT as Superintendent of Schools in and for said DISTRICT, and the SUPERINTENDENT hereby accepts such employment upon the terms and conditions following:

1. TERM: The District hereby employs the Superintendent for a period of three-years, beginning on the first day of July, 2018, and terminating on the 30th day of June, 2021. This Contract does not automatically extend for an additional term. The Board may elect to extend the contract for an additional year at any time.

2. SALARY: The District shall pay the Superintendent at an annual salary rate of

$125,137.00 for the first twelve months of employment under this agreement, payable in twelve equal monthly payments beginning July 1, 2018 and ending June 30, 2021. This annual salary increase in years 2 and 3 of this contract will be 2% each year. The annual increase is contingent upon satisfactory evaluations of the Superintendent in performing his responsibilities and duties as outlined.

3. SUPERINTENDENT RESPONSIBILITIES: The Superintendent shall be the chief

executive officer of the District. As such, the Superintendent shall have the primary responsibility for execution of policies, whereas the Board shall retain the primary responsibility for formulating and adopting said policy. The parties agree, individually and collectively, not to interfere with nor usurp the primary

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responsibility of the other party. The members of the Board, individually and collectively, further agree to refer promptly all criticisms, complaints and suggestions called to their attention to the Superintendent for study and recommendation. The Superintendent will have complete freedom, subject to approval by the Board, to reorganize the staff including instruction and business affairs, which in the Superintendent's judgment best serves the District. The Board shall vest the responsibility for selection, placement, and transfer of personnel in the Superintendent, subject to Board approval.

4. DUTIES: As chief executive officer of the District, the Superintendent shall

perform the duties of district Superintendent as prescribed by the laws of the State of Oregon.

5. GOALS AND OBJECTIVES: Prior to or within 60 days after the beginning of the

term of this agreement, the parties shall meet to establish District goals and objectives for the ensuing school year. Said goals and objectives shall be reduced to writing and shall be among the criteria by which the Superintendent is evaluated as hereafter provided. On or prior to August 31st of each succeeding school year, the parties will meet to establish District goals and objectives for the next succeeding school year, in the same manner and with the same effect as heretofore described.

6. PROFESSIONAL GROWTH OF SUPERINTENDENT: The District encourages

the continuing professional growth of the Superintendent through his participation in;

The operations, programs and other activities conducted or sponsored by local, state and school board activities; Seminars and courses offered by public or private educational institutions; Informational meetings with other persons whose particular skills or backgrounds would serve to improve the capacity of the Superintendent to perform his professional responsibilities for the District.

In its encouragement, the District shall permit a reasonable amount of release time for the Superintendent to attend to such matters and shall pay for the necessary membership, travel, conference/workshop registration and subsistence expenses with prior Board approval.

7. SUPERINTENDENT’S LICENSE: The Superintendent shall maintain throughout

the life of this agreement a valid and appropriate license to act as Superintendent of Schools as required by the State of Oregon. Should the Superintendent fail to maintain such a license in good standing, the District may seek any appropriate remedy under this agreement.

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8. TERMINATION:

a. Termination Without Superintendents Concurrence. In the event the District intends to act to terminate the employment contract for good and just cause prior to its termination date without Superintendent’s written concurrence, Superintendent shall be entitled to a due process hearing before the Board prior to the occurrence of any purported act of termination. Due process shall include at least a written notice of the reasons why the District is considering termination of this employment contract; the right to appear before the Board in closed executive meeting or public hearing, at the option of the Superintendent; the right to be represented at the hearing by a representative of the Superintendent’s choice, and the right to a written decision describing the results of the hearing. The District shall give Superintendent not less than ten (10) days’ written notice in advance of termination. This provision does not constitute a waiver of any rights the District of Superintendent may have to enforce this employment contract in the courts under contract or other applicable law.

b. No-Fault Termination: The District may dismiss the Superintendent as the Superintendent and terminate this contract without any showing of cause upon ten (10) days’ written notice and a notice that the District is willing to pay twelve (12) months of the Superintendent’s salary and insurance benefits or the balance of such payments due under this contract, whichever is less.

c. Termination at the Request of Superintendent. In the event the

Superintendent intends to act to terminate this employment contract prior to its termination day, the Superintendent will notify the Board immediately and shall give the District no less than sixty (60) days written notice in advance. It is agreed that such a resignation will be accepted by the District. The Superintendent will be paid for days actually worked and holidays that occur prior to contract termination.

9. DISABILITY OF SUPERINTENDENT: Notwithstanding anything in this

agreement to the contrary, the District is hereby given the option to terminate this agreement in the event that the Superintendent shall become permanently disabled during the term of this agreement or any extension thereof. Permanent disability is a disability which incapacitates the Superintendent from performing Superintendent’s duties under this agreement on a regular and continuing basis. For purposes of this Agreement, the Superintendent shall be deemed to have become permanently disabled if Superintendent’s doctor determines that because of health, physical or mental disability the Superintendent is permanently unable to perform assigned duties. (It is understood and agreed that any such medical opinion rendered by the Superintendent’s doctor shall be deemed exempt from public

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disclosure within the meaning of ORS 192.502(2) and safeguarded as such.) Such option shall be exercised by the District giving ten (10) day’s written notice to Superintendent by registered mail and addressed to Superintendent at the District office or at such other address as Superintendent shall furnish in writing to the District. In the event of a disability covered by this section, the Superintendent shall be entitled to utilize accumulated sick leave, subject to the maximum accumulated. The District will provide Superintendent with a long-term disability insurance policy, based upon a 90-day exclusionary period. Upon final termination of this Contract, Superintendent’s compensation will continue to be provided by the terms of the disability insurance policy, subject to the retirement provisions of the Public Employees Retirement System. In no event shall the amount paid to the Superintendent exceed the full pay of Superintendent, including PERS and insurance benefits. If a question exists concerning the capacity of Superintendent to return to Superintendent’s duties, the District may require Superintendent to submit to a medical examination, to be performed by a doctor licensed to practice medicine selected by the District. The examination shall be done at the expense of the District. The physician shall limit the report to the issue of whether Superintendent has a permanent disability as defined herein.

10. EVALUATION: At least once each year the Board and the Superintendent shall meet in closed executive session for the purpose of evaluation of the performance of the Superintendent.

11. VACATIONS: The Superintendent shall be required to render twelve months of full

and regular service to the District during each annual period covered by this agreement, except that he shall be entitled to 25 days of paid vacation per contract year in addition to any other holidays normally recognized by the District. A maximum of five vacation days or 40 hours may be carried from one year to the next. In lieu of a carry-over of 40 hours the Superintendent may elect to have the District contribute to a tax deferred vehicle of the Superintendent’s choice the value of the 40 hours remaining each year.

12. FRINGE BENEFITS: The Superintendent shall be entitled to participate in all

fringe benefits provided other administrative employees of the District.

13. SICK LEAVE: Sick leave shall be credited the Superintendent’s account upon his reporting for duty and shall accrue during the term of this agreement in accordance with ORS 342.596.

14. PERSONAL LEAVE: The Superintendent will receive the same number of

personal days as other District staff.

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15. EXPENSES: The District shall reimburse the Superintendent for all actual and

necessary expenses incurred by him within the scope of his employment; supporting vouchers shall be submitted for all expenditures.

16. MEMBERSHIP DUES: The District shall pay the cost of the Superintendent’s

annual membership dues in professional organizations such as AASA, COSA, OASE.

17. APPLICABLE LAW: This agreement is subject to all applicable laws of the State

of Oregon, rules and regulations of the State Board of Education, and rules, regulations, and policies of this District, which pertain to the Superintendent.

IN WITNESS WHEREOF, the DISTRICT, pursuant to the authority of its Board of Directors, by resolution duly and regularly adopted, has caused two originals of this agreement to be signed in the name of the DISTRICT by the Chairman of the School Board, and the SUPERINTENDENT has hereunto affixed his hand and seal the day and year herein above mentioned. Yamhill Carlton School District No. 1 __________________________ ____________________ Jami Egland, Board Chair Date __________________________ ____________________ Charan Cline, Superintendent Date

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