Ashland School Board accepts superintendent’s tentative short-term budget plan
By Holly Dillemuth, Ashland.news
A big-hearted, anonymous donor has gifted the Ashland School District with a total donation of $890,000 via Ashland Schools Foundation, helping the district avoid more than six furlough days in the balance of the 2024-25 school year, as the district faces the need to cut $2.2 million of its $40 million budget.
The generous donation, made up of a $850,000 donation and a $40,000 donation specifically to be used to fund staff and material costs for affinity groups throughout the district, was announced by Ashland Superintendent Joseph Hattrick during a regular board session Thursday evening, Dec. 12. Hattrick noted the donation as a sign of “positive momentum” amidst a tiered proposal to right-size what he described as an overall $7 million budget deficit spanning through the 2027-28 school year.
“We were originally looking at furloughs up to 13 school days,” Hattrick said. “We were looking at mid-year reduction in staff, which would amount to about $900,000, but — thank you to the anonymous donor — we could avoid those.”
The donation resulted in district savings to total $2,229,000 for the 2024-25 school year.
“This person desperately wanted to help and, as a result, has offered to do so,” Hattrick said, adding the individual reached out following the first listening session. “Not only has this individual supported some of our student groups and advisors, this anonymous donor has allowed us to decrease reductions in staff and the number of days we need to cut this year.”
About 50 people attended the meeting, where Ashland School Board members also unanimously voted to approve a short-term, tentative budget reduction proposal outlined by Hattrick that includes six furlough days as a way to fill the budget shortfall. This cost-cutting measure is slated to save the district $824,000, according to Hattrick.
“We’d like to spread those out over time to limit the impact to staff and families and provide ample time for planning,” Hattrick said.
Administrators and licensed staff would have a reduction of six days salaries and classified staff would have a reduction of three to four days salary. Hattrick said this would be an attempt to minimize interruptions to families. Furlough days likely would be attached to holidays, many of which fall on Mondays, utilizing non-school days when possible.
“We plan to work with childcare providers to see if any solutions can be provided to our families as well to minimize the impact to working families,” Hattrick said.
Under the plan, the district has eliminated 2.5 full-time equivalent positions for a contracted service provider of psychology services, resulting in $85,000 in savings to the district, Hattrick said.
“This is one adjustment that’s already been made,” Hattrick said.
The district has also made modifications to its second semester staffing due to attrition that totals about $170,000, Hattrick said.
Hattrick said the spending freeze implemented this fall has saved the district $100,000 so far in the first semester comparison with last school year.
“We know it isn’t easy to go without some of the supplies and expenses that we typically do in our schools, but it’s making a huge impact,” he said.
Also approved is keeping district field trips “cost-neutral,” Hattrick said, noting they must be funded through fundraisers or small fees.
Travel and professional development, with the exception of free and/or grant-funded professional development, are also among district spending cuts, resulting in $30,000 savings.
Additionally, Hattrick said more furlough days and staff cuts will be needed to further fill the financial gap.
“This proposal would take effect essentially from now until the end of the school year (June 30).”
“This action plan is an estimate,” he added. “I’m always going to aim higher than the target, so as we see additional opportunities throughout the year, we may make slight adjustments and keep the board and constituents updated.”
Hattrick said about 60% of about 241 people surveyed, including more than 50 district staff members, support furlough days as a way to make budget reductions. He noted that more than 80% of staff surveyed would support furlough days.
“Our classified staff preferred furlough over reduction of staff and 53% reported one to three days to be less of a strain,” Hattrick said.
“94% of respondents supported (a) spending freeze on non-essential items and support for mid-year staff reduction was 36% from staff and 38% from families.”
Furlough days would mean the district office would also be closed, Hattrick confirmed.
Despite the gift, Hattrick shared that the district is not out of the woods when it comes to the budget deficit, which overall totals around $7 million, according to Hattrick.
“In total, the district will solve a budget deficit of around $7 million, though some of it will occur over a period of time and will be addressed in a phased approach,” Hattrick said.
“All of these are the status if we continued on the course we were on at the beginning of the fiscal (school) year without interventions.””
Phase I of the budget reduction proposal outlines an anticipated negative fund balance of $1,037,000 in the school district’s general fund for the 2024-25 school year.
“We have a goal of $2.2 million reduction to allow for unanticipated costs, which would be equivalent to a 2.5% reserve, that’s between now and the end of the school year in June (2025),” Hattrick said.
Hattrick followed that with details about Phase II, which includes identifying a plan to save approximately $3.5 million in cash to “carry the district to November of 2025 and develop a balanced budget for the ‘25-’26 school year that includes a contingency of about 4%.”
Phase III of the proposal, which is the long-term plan, will develop a three-year plan to eliminate all negative fund balances in the special revenue funds, tabbed at around $3 million with a return to a 8% contingency.
“My goal is to (complete Phase III) by ‘27-’28,” Hattrick said.
Hattrick emphasized that in developing a plan, he doesn’t believe it’s ever advantageous to do so in a vacuum.
“This plan is no different, but there’s quite a bit of urgency in developing a plan,” he said. “In an ideal situation, we would take a couple months and we’d work as a group to develop this plan, but because of the urgency, with every passing day, the district spends approximately $150,000, therefore the district needed to act swiftly while gathering as much feedback as possible in a short amount of time, so I really am appreciative for the trust placed in this process. In future phases, it’ll be done differently because we’ll have more time.”
Hattrick hosted four listening sessions the first week of December, in addition to one for staff and administrators only on Nov. 25. Attendees had the opportunity to participate in a question and answer session for approximately an hour and a half at each session, in addition to filling out survey responses.
Hattrick said he was unable to answer all questions posed during listening sessions, and is working on creating a FAQ section on the district’ website, to be he still plans to post answers to between 250 to 300 questions asked during the sessions on the district’s website, with a date to be determined.
Hattrick said the process to come to the conclusion of the budgetary shortfall has involved a “collaborative process between the district and the Oregon Association of School Business Officials (OASBA). That process included reviewing the budget by line item, and looking at departments over multiple years and processes and systems. Hattrick encourages reviewing the recording of the school board’s Nov. 21 meeting on their website. (To view the RVTV video recording of the meeting, click here.)
He shared gratitude and appreciation for his staff and administration who spent about two weeks listening to the community regarding the budget deficit.
“I know this is a hard thing to have to go through and this is not the first time they’ve gone through it,” Hattrick said. “These incredible individuals in collective body have been collectively supportive. Finally, thank you to the Ashland School Board for all of your support you’ve provided me through this process. I’m confident with the collaborative spirit and commitment to continue to do the hard work, we will get through this together, and with great success, with little to no impact on our greatest asset, our students.”
He declined to share the name of the donor, but shared his appreciation for the gift.
“My heart’s truly filled with gratitude as a result of this donor,” he said.
Hattrick encouraged those wishing to thank the donor to drop off thank you cards and/or letters to the Ashland School District office starting on Monday, Dec. 16. The cards and letters will be delivered to the donor over winter break.
“Please help me know how I can facilitate this with classrooms, schools, and other groups,” he said.
“We owe a huge debt of gratitude to this person, but it does not fix our problem. This is a systems issue. This simply provides us a little breathing room with which we can plan for phase II and III,” he added. “This gets us off the budget rollercoaster only if we fix (phase) II and III.”
Next steps include collaborating with the district to finalize furlough days and considering a Tax Anticipation Note, a loan that would help the district get through July through November 2025.
“We’ll be researching those as a team,” he said.
“I am committed to this conversation not happening year after year after year,” he added.
“For the sake of this district and our students and our staff.”
In other business, Hattrick clarified a statement he had made at a listening session in early December. He said then that Ashland.news had misreported a statement made by School Board Chair Rebecca Dyson in a previous story, but clarified that no misreporting occurred by Ashland.news.
Ashland School Board met for a work session Friday morning to set goals for 2025.
The board will also meet for a special session from 7 to 8 p.m. on Thursday, Dec. 19, to select a developer for Lincoln Field, a 4.12-acres parcel planned for development via the Sunstone Housing Collaborative.
The nonprofit’s board is made up of two school board members, two community members and a school district staff member, guiding the work of an executive director with the aim of creating a 91-unit complex that is affordable for school district families and staff. The project is slated to also have childcare on site, as well as a childcare facility. The project is modeled after similar efforts in California and aims to boost enrollment, which has declined in Ashland by more than 400 students.
The plan has drawn significant opposition from some concerned student-athletes and their coaches over the loss of use of an athletic field located across from Ashland High School. Look for more in an upcoming story.
Reach Ashland.news staff reporter Holly Dillemuth at [email protected].
Dec. 15: Updated to reflect that $40,000 donation goes to fund all costs for affinity groups throughout the district, not for a single staff position.
Dec. 16: Corrected name of Sunstone Housing Collaborative (not Collective) and the composition of its board.
