Minutes 2012-04-02

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
APRIL 2, 2012 – 7:30 PM
HIGH SCHOOL CAFETERIA

 M I N U T E S
(approved April 16, 2012)

1. Call to Order – Mr. DeHaas
   1. Pledge of Allegiance to the Flag – Mr. DeHaas
      Mr. DeHaas called the meeting to order with the Pledge of Allegiance to the Flag.
   2. Roll Call – Mr. Younkin
      Members Present – Emily Bates, Jennifer Clancy, John DeHaas, Bill Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Michael Hogg (Student Representative) 
2. Board President’s Report – Mr. DeHaas
   Mr. DeHaas reported the Board met in Executive Session following the Regular Monthly Meeting on March 19, 2012.
3. Superintendent’s Report – Dr. Orban
   1. Elementary Summer Camps Summer School Proposal Discussion.
      Dr. Orban highlighted the administration’s proposal for Elementary Summer Camps.

      A discussion continued.  Points of the discussion were – the elementary principals recommended the name change to make it easier for parents and students; cost for Elementary Summer Camps proposal is currently in the budget; depending on registration numbers, the seven staff member structure will be divided appropriately between younger and older students

   2. Kindergarten Enrollment
      Dr. Orban reported next year’s Kindergarten registration numbers are down from previous year information.  The administration is keeping close eye on numbers.  Parents of Kindergarten students for next year may not be thinking of registration until closer to start of school year.  The elimination of the printed district newsletter to all residents may be a communication tool to remind these parents.  The administration has created neighborhood signs that could be used year to year to inform the community about Kindergarten registration.  A press release will also be prepared for the newspapers. 

      Dr. Orban reported Dr. Russell Greenholt accepted a position as Assistant Superintendent at Conewago Valley School District for next year.  Congratulations is extended to him as he moves to his next step on his educational journey.

      An opportunity was provided for public comment.  There was none at this time.

4. Committee Reports
   1. Academic Standards and Curriculum Committee Report – Mrs. Clancy
      1. The next Curriculum Committee meeting is scheduled May 17 at 3:45 PM.
         Mrs. Clancy reported above information.  
   2. Communications Committee Report – Mrs. Schroeder
      1. The minutes of March 5 are provided.
         Mrs. Schroeder reported above information. 
      2. The next Communications Committee meeting is scheduled May 7 at 6:00 PM.
         Mrs. Schroeder reported above information. 
   3. Facilities Committee Report – Ms. Leopold-Sharp 
      1. The minutes of March 21 are provided.
         Ms. Leopold-Sharp reported above information. 
      2. Guaranteed Energy Savings Proposal Discussion.  Johnson Controls will provide a summary on their recommended projects from the Guaranteed Energy Projects Study. 
         Executive Summary 
         Presentation 
         Mr. Younkin introduced the Johnson Controls representative, Nick Suracik.

         Mr. Suracik highlighted the above information.  Mr. John Schmidt was also in attendance from Johnson Controls.

         A discussion continued.  Points of the discussion included – project is set up to be monitored for first three years for performance and following years the project is on an annual contract and annual reconciliation; light performance level will be maintained with recommended change from T32 lights to 24 watt utilizing cooler style; Energy Use Index (EUI) is average of the five; no work was planned at Yorkshire.

         An opportunity was provided for public comment.  There was none at this time.

         Mr. DeHaas asked the Board if they were ready to move forward with an action in two weeks.

         The discussion continued.  Points of the discussion included – options for financing project; additional financing specifics would be necessary before a vote; aggregation of project was decided at discussions at committee level with the administration; summer project for high school pool handicap access is not structural, it is installing a battery operated mechanical lift; the highlighted items on Guaranteed Energy project would be contracted; contract is currently being reviewed by solicitor, request contract details prior to vote; finance information is necessary prior to vote; detailed report that was reviewed at Facilities Committee meeting is available for interested Board members.

         An opportunity was provided for public comment.  There was none at this time.

      3. Five Year Capital Maintenance Projects Discussion.  The Director of Facilities will review the Five Year Capital Maintenance Budget.
         Description of Summer Projects  
         Mr. Younkin highlighted above information.  The Facilities Committee has reviewed this information.

         A discussion took place.  Points of the discussion include – the summer projects are included in the five year capital maintenance budget; NuTec did provide information at the Facilities Committee meeting that several contractors are available without going out for bid and the district has had experience with contractors; some projects overlap with Guaranteed Energy project; budget approvals would occur on May 21.

         An opportunity was provided for public comment.  There was none at this time. 

      4. The next Facilities Committee meeting is scheduled April 25 at 5:30 PM. 
         Ms.  Leopold-Sharp reported above information. 
   4. Finance Committee Report – Mr. Miller
      1. The next Finance Committee meeting is scheduled May 2 at 5:30 PM.
         Mr. Miller reported above information. 
   5. Legislative Policy Committee – Mrs. Clancy
      1. PSBA Guidelines for Submitting Items for the 2013 Legislative Platform. 
         Mrs. Clancy reported above information.  If any administration member or Board member would like to put forth suggestions for legislative platform, please notify Mrs. Clancy prior to the May Planning Committee Meeting.
      2. Legislative Breakfast Meeting Agenda.  
         Mrs. Clancy reported above information about draft agenda.  Board members were asked to let Mrs. Clancy know prior to April 16 Regular Monthly Meeting if any additional items are requested for the agenda.

         Mrs. Clancy reported a legislative meeting with local legislators was held on March 20 and Mr. Sears, Mrs Shaffer, Dr. Orban, Mr. Younkin and self attended the meeting.

         Ms. Leopold-Sharp reported that she is unable to attend the legislative breakfast meeting and asked if legislators think they may push for separation of combined educational items that Gov. Corbett combined in his budget. 

      3. Personnel Committee Report – Mrs. Shaffer
         1. Addendum to the Agreement – York Suburban Education Support Personnel Association Discussion.  The administration recommends the acceptance of the Addendum to the Agreement to Appendix B, Part B, entitled “Wage Increases” for the remaining two years of the YSESPA Agreement and an extension of Article II titled “Duration” for one year through June 30, 2015.
            Mrs. Shaffer reported above information. 
         2. A Fireside Chat was held on March 12, 2012.
            Mrs. Shaffer reported above information. 
         3. The next Personnel Committee meeting is scheduled May 17 at 2:00 PM.
            Mrs. Shaffer reported above information. 
   6. Policy Review Committee Report – Ms. Bates
      1. The minutes of March 13 are provided. 
         Ms.  Bates reported above information. 
      2. The next Policy Review Committee meeting is scheduled April 10 at 3:45 PM.
         Ms. Bates reported above information. 
   7. Lincoln Intermediate Unit Report – Mr. Sears 
      Mr. Sears reported at the LIU Joint Operating Authority meeting held on March 28, approval was given in the amount of $600,000 for parking repavement project at the York Learning Center.
   8. York Adams Academy – Mr. DeHaas
      No report
   9. York Area Tax Bureau Report – Mr. Sears
      No Report
   10. York County School of Technology – Mrs. Schroeder 
       Mrs. Schroeder reported Mr. Kirk and I attended the Joint Operating Committee orientation meeting on March 22 at YCST and a lot of information was provided, including history, variety of offerings, huge variety of technical programs, advanced placement courses and extensive adult education program.  She encouraged fellow Board members to take a tour of YCST.  The district supports the programming of the school, our YS students are there and the community benefits tremendously from the program. 

       Mr. Kirk echoed what Mrs. Schroeder stated.  The faculty was impressive, student performance was remarkable over the past few years and some students travel upwards of two hours on a bus to get to the school.  The organization was eye-opening and very impressive.

       Mr. DeHaas asked about the new technical school for Adams County attached to the Gettysburg High School.  He asked if it may be considered for school districts in York County closer in geographic area to Gettysburg attend the new school.

       Mrs. Schroeder replied the history was explained extensively and a charter exists. 

       Dr. Orban added that Superintendents continue to be supportive of YCTS.

       Student Representative, Michael Hogg, reported this Thursday, Student Council Officer elections will be held, including my successor as Student Board Representative.  One of the candidates is here this evening, Brad Clark and he will be running against Gigi Hoffman.   

   11. Business Office Report – Mr. Younkin 
       1. 2012-13 Budget Development.  The administration will provide an update on the FY2012-13 budget development.  Dr. Orban, Dr. Maloney, Dr. Merkle
          Proposed Budget Changes
          Guidance Position – Additional Information   
          Dr. Orban  highlighted above information and had asked Board members to let the administration know if any additional information was needed on proposed budget changes.  Under staff reduction and consolidation, a request was received for additional information on guidance reduction.  Dr. Maloney and Dr. Bertram will provide information.

          Dr. Maloney provided detailed information on guidance position.

          Ms. Leopold-Sharp requested the projected information be posted to the agenda on the website for future reference.

          Dr. Bertram provided information about the role of the Behavior Specialist.

          Dr. Orban asked Mrs. Schroeder to provide information from this evening’s Communications Committee meeting. 

          Mrs. Schroeder reported the Communications Committee was in favor of saving the $9000 for the glossy calendar and have an online live document that can be easily updated by staff with revisions.

          A discussion continued regarding the calendar.  Points of the discussion included – Market Street Sports will be contacted for possible advertising for a printed calendar; approximately 10,500 calendars were prepared when the district sent it to all residents.

          Dr. Orban reported the proposed budget change sheet will change once the Support Staff Amendment to the Agreement is approved at the approximate amount of $27,000.

          Mr. Younkin reported the timetable for budget is review of proposed final budget at the April 16 Regular Monthly meeting, having a  Budget Hearing prior to the May 7 Planning Committee meeting and approval of the budget at the May 21 meeting.  Advertisement would need to be done with this information.

          A discussion took place about Kindergarten mid-day transportation.  Points of the discussion included – suggestion from several Board members to make a decision following several years of not supplying Kindergarten mid-day transportation, rather than changing it year to year as this affects daycare center schedules and planning for the parents; it is unknown at this time if fewer buses could be utilized for mid-day transportation because routes have not been determined at this time; Board member expressed support for Kindergarten mid-day transportation; how many Kindergarten students are transported during mid-day from daycare facilities and YWCA daycare?

          Mr. DeHaas concluded the discussion stating he has heard additional information is requested and most Board members have stated one year program is not enough time for evaluation.

          Mr. DeHaas reported the item by item review of the proposed budget changes will take place at the May Planning Committee meeting.

          Dr. Orban reported the administration is very proud of the budget that was developed in cooperation with staff and the agreements that were met with the various personnel groups.  This district is in a very good place with respect to other school districts in the county.  Are there any items on the list that the Board is opposed to supporting?  That would be helpful in preparation of the April 16 meeting.

          Dr. Orban reported the reduction of $2000 for Middle School transportation for athletics was done county-wide with all districts.

          Mr. Younkin reported the energy savings on proposed budget changes has nothing to do with the Guaranteed Energy Savings Program.

          Mr. DeHaas asked if there is anything that gives Board members pause or have questions or need additional information, etc.?

          An opportunity was provided for public comment.

          Ralph Felter, 1421 Turnberry Ct – commented on March 16 York Daily Record editorial on Dallastown School District agreement – budget hurdles remain – is there a vision or strategy for contract beyond 2015 for any dramatic changes for agreement partners?

          Mr. DeHaas replied the association came to us with a reasonable agreement.  The budget is more manageable becuase of the hard work done with the agreements.  Costs include educating students, cost of plant and cost of labor.  The district has not used fund balance to close gaps in operations of budgets as other school districts have done.  Funding principles at the state level need to change and politicians are not making hard choices that are necessary at this time. 

5. Comments and/or Questions from the Public 
   Mr.  DeHaas reported a Saturday afternoon retreat for the Board has been scheduled on April 28 from 12:30 to 4:30 PM at the Education center with a facilitator from PSBA.
6. Adjournment
   The meeting was adjourned at 9:15 PM.