Minutes 2011-07-11

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
JULY 11, 2011 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

 M I N U T E S
(Approved July 18, 2011)
 

1. Call to Order – Mr. DeHaas
   1. Pledge of Allegiance to the Flag
      Ms. Leopold-Sharp called the meeting to order with the Pledge of Allegiance to the Flag.
   2. Roll Call
      Members Present – Jennifer Clancy, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, Jeff Royer, Lois Ann Schroeder, Cathy Shaffer, Michael Hogg (Student Board Representative)
      Members Not Present – Emily Bates, John DeHaas
   3. Presentation and Discussion Items – Mr. DeHaas
      1. Board Goals Review & 2011-12 Board Goals Discussion
         Ms. Leopold-Sharp reported this item has been postponed due to Mr. DeHaas’ absence.
      2. Board Committee Structure Evaluation
         Ms. Leopold-Sharp reported this item has been postponed due to Mr. DeHaas’ absence.
      3. York Suburban School District Guidelines for Participation in Extra-curricular Activities – Dr. Orban, Dr. Merkle
         Dr. Orban provided an explanation of attached document.
         A discussion continued.  Points of the discussion included – if a violation happened during this summer, it would be excused, the committee will tackle a new recommendation for summer violations; the committee has several concerns to review including having two signature lines for parents/guardians; the three students on committee will be selected by administration of high school and middle school, possibly considering the Student Board Representative; Band is co-curricular but is covered with these guidelines for activities; suggestion to have number of community representatives increased to allow the broad range of opinions that exist in the community; see merit to increase committee with additional parents; if committee is too large, nothing will get done. 
         Ms. Leopold-Sharp asked Board members to contact Dr. Merkle by email if interested in serving on committee.
         Public Comment?  There was none at this time. 
      4. Academic Standards and Curriculum Committee Report – Mrs. Clancy
         1. The next Curriculum Committee meeting is scheduled August 18 at 11:00 AM.
            Mrs. Clancy reported above information. 
      5. Buildings and Grounds Committee Report – Mrs. Freireich
         1. Valley View Elementary Renovation Project Update.  Mrs. Freireich will provide a project update.   The monthly executive summary is provided.
            Mrs. Freireich reported the monthly report is available.  She also provided a project update; they are working on getting moisture content down in gym concrete slab; the stage flooring was done today.  A reminder of the tour for board members next week at 6:15 PM, prior to the regular meeting on July 18. 
         2. High School Site Lighting – Mr. Younkin
            Mr. Younkin reported one of the standards on the high school parking lot fell into a tree; the architect for routine projects, Nutec Group, did a review; one other standard was weak and it was removed; they were deteriorating from the inside; safety is important and replacing all standards is recommended because there are no visible signs of weakage.  A job conference was held and five vendors attended and possibly a sixth vendor may also bid.  We have tight bid schedule and construction schedule to allow work to be done while school is not in session.  The bids are due July 15.  An analysis will be sent out to Board on July 18, prior to the meeting.
            A discussion continued.  Points of the discussion included – two alternates were bid, additional illumination at front entrance of high school and side area by Valley View; money for project would come from bond monies or capital reserve fund, this will need  to be determined; the approximate cost is $80,000; this was an unexpected event and expense; the existing standards are steel that are 50+ years old and the new ones will be aluminum; per township recommendation, the amount of illumination will be adjusted with more at entrances and a more even amount in parking lot area, which may appear less.
            Public Comment?  There was none at this time.
         3. Bid Authorization Capital Projects – Mr. Younkin
            Mr. Younkin reported we are moving ahead as best we can to get projects completed during summer when school is not in session.  A question was raised at Finance Committee meeting asking if the administration needs to request permission from Board to bid projects.  The policy was reviewed.  The administration can move forward efficiently and timely with projects to avoid a possible two month gap.  The Board can reject bids at any time.
            A discussion continued.  Points of the discussion included – the norm for most districts is having the Board review the bids but not approve bidding on projects; if the Board is not going to approve a project, it would be a waste of contractor’s time and also an expense for architect to prepare bid documents; the projects on the list have been discussed and appropriated by the Board previously; if surprises or emergencies arise, Mr. Younkin will talk with Buildings & Grounds Comittee and/or Board; support for administration to continue working through project lists.
         4. The next Buildings and Grounds Committee meeting is scheduled September 21 at 3:45 PM.
            Mrs. Freireich reported above information. 
      6. Communications Committee Report – Mrs. Schroeder
         1. The next Communications Committee meeting is scheduled August 1 at 6:00 PM.
            Mrs. Schroeder reported above information. 
      7. Finance Committee Report – Mr. Miller
         1. The minutes of April 27 are provided.
            Mr. Miller reported above information. 
         2. The next Finance Committee meeting is scheduled July 27 at 7:30 AM.
            Mr. Miller reported above information. 
      8. Legislative Policy Committee – Mrs. Clancy
         1. Selection of Voting Delegates for PSBA Legislative Policy Council Meeting
            Mrs. Clancy asked if any Board member is interested in serving as a delegate, please let her know by next week.
      9. Personnel Committee Report – Mrs. Shaffer
         1. The next Personnel Committee meeting is scheduled August 18 at 2:00 PM.
            Mrs.  Shaffer reported above information. 
      10. Policy Review Committee Report – Ms. Bates
          1. The next Policy Review Committee meeting is scheduled August 1 at 11:00 AM.
             Ms. Leopold-Sharp reported above information. 
      11. Business Office – Mr. Younkin
          1. 2012 Springettsbury Township Tax Collector Compensation 
             Mr. Younkin reported the Board has the opportunity to re-set rates for tax collector compensation per legal counsel’s memo that was provided.  Potential candidiates for position would be informed of any changes.
             A discussion continued.  Points of the discussion included – goal is having a competent tax collector; York County pays $.40, Lancaster County pays $1.00, currently we pay $3.60 per parcel; the option on resolution would be selected by the Board; administration’s preference would be to utilize a lock box system using current software and have the business office prepare bills for mailing; people showing up at the door may be a concern; when must a decision be made?
             The administration will research and provide information to Board.
             Public Comment?  There was none at this time. 
          2. 2011-12 York Suburban School District State Subsidy 
             Mr. Younkin explained the spreadsheet.
             A discussion continued.  Points of the discussion included – could the administration provide this explanation along with this chart in the new electronic newsletter to inform the public?; this is an example where a key communicator network would help; would it be appropriate to a letter to the editor to inform public too?; question from public will be where will the $284,000 increase in state revenue go?; suggestion from administration would be fund balance; the district has been criticized for having a low fund balance; a larger fund balance would help the district’s bond rating.
             Public Comment?  There was none at this time.
             It was concluded the administration will provide a draft of a letter to the Board at the July 18 regular montly meeting. 
      12. Comments and/or Questions from the Public
          Jay Hassinger, 1553 Sleepy Hollow Rd – Suggest information and explanation on district  blog and/or website, in addition to a letter.
      13. Adjournment
          Meeting adjourned.