Minutes 2012-09-10

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
SEPTEMBER 10, 2012 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

AN EXECUTIVE SESSION WILL BE HELD AT 6:45 PM.

MINUTES
(approved September 24, 2012)

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, Bradley Clark (Student Representative)
  
  Mr. DeHaas reported the Board met in Executive Session immediately prior to this meeting for the purpose of discussing legal and/or personnel issues.
Committee Reports
1. Finance Committee Report – Mr. Miller
  1. The minutes of August 1 are provided.
    Mr. Miller reported above information.
  2. Establish 2013-14 Budget Calendar
    Mr. Younkin reported above information.
    
    Mrs. Clancy asked if the index is known at this time?
    
    Mr. Younkin replied that information is not yet available.
  3. Guaranteed Energy Savings Financing, General Obligation Bond 2007 Refinancing, General Obligation Bond 2008 Refinancing
    1. Resolution for self reimbursement for Guaranteed Energy Savings Financing
    2. Guaranteed Energy Savings Project
      Mr. Miller reported that Mr. Ken Phillips was at the Finance Committee meeting last week and explained several financing options.
      
      Steven Flaharty, RBC Markets, was in attendance this evening and reviewed financing information above.
      
      A discussion continued. Points of the discussion included – Finance Committee’s recommendation would be to not pursue only Option 1 because the administrative costs would be significantly higher, the committee is reviewing this new information that was requested at the committee meeting for the first time and would not have a recommendation at this time for Options 2 and 3; initial reaction to new information presented this evening appears to not be hurting the budget too much, as debt goes down money will be available to do other things.
      
      Mr. Younkin reported the administration is interested in financing all capital projects on the list. The wrap option keeps the debt service equal. Financially, we do not have funds in the budget to fund these capital projects. Borrowing would be necessary in the future to fund the large items. The administration would recommend selection of Option 3 Wrap.
      
      Mr. Younkin reported the above resolution may be necessary.
  4. Budget Amendment Title I, II and III
    Mr. Younkin reported above information. He stated the allocations for the budget will be available at next meeting.
  5. The next Finance Committee meeting is scheduled September 26 at 5:30 PM.
    Mr. Miller reported above information.
    
    An opportunity was provided for public comment. There was none at this time.
Superintendent’s Report – Dr. Orban
1. Student Enrollment Report.
  Dr. Orban highlighted the above report. Some of the elementary classes are close to guideline maximum and the administration is keeping a close eye on the numbers. No aides have been hired to provide relief at this time.
2. Non-Resident Tuition Student Request.
  1. The Board will discuss the request for admission of Non-Resident Tuition High School Student “002” for 2012-13.
    
    Dr. Orban reported above information.
    
    A discussion continued. Points of the discussion included – the administration cannot provide if student is classified for regular or special education; this request would be bound by current policy in place; discussion will take place on this policy later in the meeting.
    
    Dr. Orban concluded the discussion that only one student of the two nonresident students approved last month followed through with registration.
    
    Mr. DeHaas reported action will be taken at the September 24 meeting.
3. PSSA Update – Dr. Maloney
  Dr. Maloney provided overview of above information and answered questions throughout presentation.
  
  A discussion continued. Points of the discussion included – the AYP target is moving rapidly now and this district nor other districts are raising performance levels at that rate; the state’s definition of proficient is students being able to demonstrate they they have mastered the standards; what are consequences if 100% proficiency is not achieved?; many more districts will implode before we do; targets may be frozen; PSSA will not continue in AYP calculation; rather than just accepting this, suggest advocacy, this is not about educating our students; federal guidelines are passed down to state level.
4. Administrative Goal
  Dr. Orban reviewed above information. The administrative team decided to stay with this goal when it comes to making decisions. There are also building goals. Each principal has two Professional Development Targets, with one being related to student achievement. The new supervision & evaluation report will be given in January.
5. Superintendent Goals
  Dr. Orban reviewed above information and answered questions throughout review.
  
  A discussion continued. Points of the discussion included – suggestion to bump up overall student proficiency from 90% to 93% was agreed by Dr. Orban; the Academic Standards & Curriculum Committee is currently discussing the addition of more AP courses; the practice of reporting students that score a 5 on AP Test and are not enrolled in an AP course will continue; majority of Board members prefer to repeat the 2010-11 budget methodology procedure to review the line items throughout the process; number of pictures of elementary and secondary students on the district website home page will be reviewed and made equal; the Superintendent’s Survey summary process will be reviewed so the N/A category does not imbalance the results; Key Communicators Network will be revised in October.
  
  An opportunity was provided for public comment. There was none at this time.
  
  Ms. Leopold-Sharp excused herself from the meeting.
Committee Reports Continued
1. Academic Standards and Curriculum Committee Report – Mrs. Clancy
  1. The minutes of August 14 are provided.
    Mrs. Clancy reported above information.
  2. The next Curriculum Committee meeting is scheduled October 1 at 9:00 AM.
    Mrs. Clancy reported above information.
2. Communications Committee Report – Mrs. Schroeder
  1. The next Communications Committee meeting is scheduled October 1 at 6:00 PM.
    Mrs. Schroeder reported above information. The committee met this evening and is gathering ideas and dutifully working on assignments.
3. Facilities Committee Report – Ms. Leopold-Sharp
  1. The minutes of July 25 are provided.
    Mr. DeHaas reported above information.
    
    Mrs. Clancy asked about the Yorkshire gym flooring.
    
    Dr. Orban replied the entire gym floor at Yorkshire is not aethestically pleasing though is sound and does meet industry standards.
  2. The next Facilities Committee meeting is scheduled September 19 at 5:30 PM.
    Mr. DeHaas reported above information.
4. Legislative Policy Committee – Mrs. Clancy
  No report
5. Personnel Committee Report – Mrs. Shaffer
  1. The next Personnel Committee meeting is scheduled November 1 at 2:00 PM.
    Mrs. Shaffer reported above information.
6. Policy Review Committee Report – Ms. Bates
  1. The minutes of August 14 and August 20 are provided.
    Ms. Bates reported above information.
  2. The committee recommends to the Board that Policy No. 246-Student Wellness not be repealed.
    Ms. Bates reported above information. The administration reported to committee about the substantial progress that has been made on this policy. The Superintendent will report out from Wellness Committee with October being the first time. Wellness-related initiatives are well underway.
    
    Dr. Orban reported additional updates will be scheduled at appropriate times in the year.
    
    Mr. DeHaas asked if there were any objections from Board members? There were no objections.
    
    Ms. Bates concluded the discussion stating the committee feels changes to policy are not necessary.
  3. New/Revised Policy Discussion
    1. Policy 706 – Property Records
      Ms. Bates reported above information.
    2. Policy 249 – Bullying/Cyberbullying
      Ms. Bates reported above information.
      
      A discussion continued. A suggestion of not striking text about cyberbullying and keeping in the list adding includes but is not limited to was agreed to revise policy.
      
      Dr. Orban concluded discussion stating per state law this policy needs to be reviewed every three years.
    3. Policy 202 – Eligibility of Nonresident Students
      Ms. Bates reported the committee did discuss this policy and a decision was made to bring it to the Board for full Board to review. Discussion on senior student moving out of district entailed much discussion at the committee level and a recommendation for timeframe to allow senior to stay in district was not founded. Counsel has reviewed policy.
      
      Dr. Orban reported solicitor has informed me the policy could be revised to allow a senior student to remain for the entire year.
      
      A discussion continued. Points of the discussion included – #3 about overloaded classes on page 2 will be removed; many senior year scenarios were shared if family moves from the district; varying opinions were shared about decision being a family decsion that may have consequences, job transfer, a move in senior year is tramatic with possible effects on student for years to come; with this revised policy there is no option to charge tuition.
      
      The Student Representative was asked if he had anything to contribute to discussion.
      
      Mr. Clark added from a student’s standpoint it would be difficult to have to move during senior year and would suggest senior student be allowed to remain in district for whole senior year.
      
      Mr. DeHaas asked administration to share their experience for the last ten years.
      
      Dr. Merkle stated this type of situation occurred approximately six times in my 20 year career with the district. My answer would have been very different three years ago. The transient population at the high school is very different currently. Verifying residency is very difficult. One current case is attempting to skirt this policy for second semester. My suggestion would be administrative review for each case to allow review of attendance, academic grades and behavior.
      
      Dr. Orban reported she encountered a similar situation in another school district when a student moved in and then moved in with a friend to skirt around policy.
      
      Mr. DeHaas concluded the discussion stating we have heard varying degrees of opinions. Would the Board consider having an administrative recommendation at the next meeting to consider? The administration does have experience in dealing with these situations. It was agreed by Board members.
  4. The next Policy Review Committee meeting is scheduled September 18 at 3:45 PM.
    Ms. Bates reported above information.
7. Board President’s Report – Mr. DeHaas
  Mr. DeHaas asked Bradley Clark (Student Representative) if he has anything to share this evening.
  
  Mr. Clark stated there is a large population of male students that would like the option of carrying a small backpack during the school day as female students are permitted to carry large handbags. School lunches are not as good as students expected, portion size, no ice cream or slushies and fruits are not as edible as desired.
  
  Mr. DeHaas appreciated the feedback. Mr. Ellis is working on the small backpack request and asks students to have patience while this is being reviewed.
  
  Dr. Orban thanked Mr. Clark for the feedback. Mr. Younkin and I are compiling lists for the food service company. Per federal regulations the portion size are correct.
  
  An opportunity was provided for public comment. There was none at this time.
  1. Board Goals Discussion (Mr. DeHaas will supply information.)
    Mr. DeHaas provided revised Board Goals listing. He asked if there were any questions and it was agreed to discuss at next meeting.
8. Lincoln Intermediate Unit Report – Mr. Sears
  Mr. Sears reported at the September 4 Board meeting Dr. Bertram was hired by the LIU. Her employment formally begins on or about November 1. The district is losing a tremendous source in Dr. Bertram.
9. York Adams Academy – Mr. DeHaas
  Mr. DeHaas reported that he was unable to attend the Board meeting due to work obligation. He will share the minutes with Board once they are available.
10. York Area Tax Bureau Report – Ms. Leopold-Sharp
  No report
11. York County School of Technology – Mrs. Schroeder
  No report
12. Business Office Report – Mr. Younkin
  No report
Comments and/or Questions from the Public
An opportunity was provided for public comment. There was none at this time.
Adjournment
Meeting adjourned at 9:47 PM.

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