Minutes 2012-10-01

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
OCTOBER 1, 2012 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

MINUTES
(approved October 15, 2012)

Call to Order – Mr. DeHaas
1. Pledge of Allegiance to the Flag – Mr. DeHaas
  President 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, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative)
Old Business
1. Videotaping meetings
  
  Mr. DeHaas stated the Board has previously discussed videotaping meetings with no conclusion and asked Board members for their comments.
  
  A discussion continued. Points of the discussion included – several Board members were in favor of this, some were neutral on idea; other comments made included – level of public attendance at meetings is low for varied reasons, this option that may be more convenient to individuals, it would be a good outreach to community, provide opportunity for students to sharpen their skills, would not want to spend much money on this, outlet to view video could be district website and cable access tv, not sure it would be viewed, is utilization of district’s streaming server possible?, nice way to reach community with recognitions of students and staff, could a question be added to Superintendent’s Survey, suggest tracking the number of viewers to see if it is being utilized.
  
  Dr. Orban reported a student previously said the size of the room would be a limitation. She will gather information and bring information back to the Board, including a timeline.
  
  An opportunity was provided for public comment.
  
  Jerry Stahle, 700 Mulberry Street – he is in favor of videotaping meetings for clarity
Board President’s Report – Mr. DeHaas
1. Board Goals Discussion
  Mr. DeHaas asked for comments from Board members.
  
  Goal #1:
  Points of discussion – question about setting goal for multi-year data because 100% compliance for PSSAs will be expected 2015, change wording?; add Keystone Exams?; some measures could be single year at a time and some longer.
  
  Mrs. Clancy reported the Academic Standards & Curriculum Committee, administration and additional Board members will review further at the next committee meeting in February.
  
  Goal #6:
  Points of discussion – suggest three year information be provided as presentations are developed.
  
  Goal #7:
  Points of discussion – these statements provide groundwork for Academic Standards & Curriculum Committee, Communications Committee and administration to set definition.
  
  Goal #4:
  Points of discussion – suggestion for administration to provide information to Board about things being planned for in the future.
  
  Mr. DeHaas concluded the discussion by stating the Board will take action on these statements as goals on October 15.
  
  An opportunity was provided for public comment.
  
  Ellen Freireich, 2705 Lehigh Road – asked if goals are multi-year?
  
  Mr. DeHaas replied yes.
  
  Mrs. Freireich commented to be careful when comparing different cohorts and groups of students.
  
  Jerry Stahle, 700 Mulberry Street – agree with percentages that were discussed
Superintendent’s Report – Dr. Orban
Dr. Orban reported the Food Service Report will be available on October 15 and Mary Keane will provide an update on food and nutritional standards.

Dr. Orban thanked everyone for their support during this difficult time with the passing of her mother.
Business Office Report – Mr. Younkin
1. 2012 General Obligation Bonds (2007 Refinancing)
  Mr. Younkin highlighted above information.
  
  Mr. Sears extended thanks to the administration and committee for making that happen.
2. Policy 627 Tax Exempt Bond Compliance Procedures
  Mr. Younkin reported the U.S. Securities and Exchange Commission recommends the above-referenced policy be in place and counsel recommends action be taken on this policy before a review at the next Policy Review Committee meeting due to timing. This item will be on October 15 agenda for action.
3. Request for Payroll Deduction
  1. Request
  2. Policy No. 615 – Payroll Deductions
    Mr. Younkin highlighted above information.
    
    A discussion continued. Points of the discussion were – two concerns, additional work on the part of administration would be necessary and solicitation could follow, our employees do give to these entities and they may feel pressure, will not support this action; other Board members stated they would support this action; these organizations can be selected for pledge to the United Way Campaign; does the policy need to be changed?
    
    Dr. Orban stated the solicitor’s opinion is no action is required by the Board per policy but suggests the administration share the request with the Board. There are small administrative costs to have funds be pledged through the United Way Campaign to these district-affiliated organizations.
    
    Mr. DeHaas reported action would be taken on October 15.
Committee Reports Continued
1. Academic Standards and Curriculum Committee Report – Mrs. Clancy
  Mrs. Clancy reported the committee met this morning.
2. Communications Committee Report – Mrs. Schroeder
  1. The minutes of September 10 are provided.
    Mrs. Schroeder reported above information.
  2. “What You Need to Know about Running for School Board” discussion.
    Possible dates to schedule a panel discussion:
    Wednesday, November 28
    Thursday, November 29
    Monday, December 3
    Tuesday, December 4
    Wednesday, December 5
    Thursday, December 6
    
    Mrs. Schroeder reported the committee is requesting a Board level discussion on the above information.
    
    Dr. Orban reported that the middle schoool auditorium is available on these dates. If the Board would like a PSBA person available that evening, we would need to inquire as soon as possible.
    
    Mr. DeHaas asked the administration to check the following dates – November 29, December 4, 5, and 6 to see if a PSBA representative is available.
    
    Mrs. Schroeder added that a letter from board president to other board presidents may be helpful with neighboring districts to be involved and possibly focusing on school districts nearer to YS. Board members were asked to review the suggested topics included on the minutes from the committee meeting and provide their feedback to her.
    
    Mr. DeHaas suggested a Superintendent be on the panel too. Good relationships are important. Representation from multiple Boards is suggested.
    
    Dr. Orban stated that she would be part of the panel.
  3. The next Communications Committee meeting is scheduled November 5 at 6:00 PM.
    Mrs. Schroeder reported above information
    
    An opportunity was provided for public comment. There was none at this time.
3. Facilities Committee Report – Ms. Leopold-Sharp
  1. JCI Guaranteed Energy Savings Contract
    Mr. DeHaas commented that he thought we did vote on this previously. He asked what did he miss at last week’s meeting?
    
    A discussion continued. Points of the discussion included – financing was approved at the maximum level on September 24 with the parameter resolution, the Board did not approve the specific level of funding; the 6-3 vote was for the project in theory.
    
    Mr. Younkin stated wrap payment schedules were discussed. In the motion, what does “pending funding” mean? The administration recommends approval to be given for project contract and funding.
    
    A discussion continued.
    
    Mr. DeHaas concluded discussion by suggesting that Mr. Phillips provide other scenarios. The October 15 agenda should include both contract and structure of financing.
    
    An opportunity was provided for public comment. There was none at this time.
  2. The next Facilities Committee meeting is scheduled October 24 at 5:30 PM.
    Ms. Leopold-Sharp reported above information. A Nutec representative was present at the committee meeting and roofing needs, long-term strategy will be brought forth at December Planning Committee meeting.
4. Finance Committee Report – Mr. Miller
  1. The next Finance Committee meeting is scheduled October 31 at 5:30 PM.
    Mr. Miller reported above information.
5. Legislative Policy Committee – Mrs. Clancy
  No report
6. Personnel Committee Report – Mrs. Shaffer
  1. The next Personnel Committee meeting is scheduled November 1 at 2:00 PM.
    Mrs. Shaffer reported above information.
7. Policy Review Committee Report – Ms. Bates
  1. The minutes of September 18 are provided.
    Ms. Bates reported above information.
  2. Revised Policy Discussion
    1. Policy 915 – Booster/Support Organizations and Addendum
      Ms. Bates reported above information.
      
      A discussion continued.
      
      It was decided to revise the sentence on page 2 to state equipment and apparel.
      
      Ms. Bates reported this revised policy will be on the October 15 agenda for action.
  3. The next Policy Review Committee meeting is scheduled October 23 at 3:45 PM.
    Ms. Bates reported above information.
    
    An opportunity was provided for pulic comment. There was none at this time.
8. Lincoln Intermediate Unit Report – Mr. Sears
  Mr. Sears reported the Board meeting is tomorrow night.
9. York Adams Academy – Mr. DeHaas
  No report
10. York Area Tax Bureau Report – Ms. Leopold-Sharp
  No report
11. York County School of Technology – Mrs. Schroeder
  Mrs. Schroeder reported that Mr. Kirk attended the meeting in her absence.
  
  Mr. Kirk highlighted the YCST Senior Exit Survey that was distributed and extended kudos to the administration at YCST.
Comments and/or Questions from the Public
An opportunity was provided for comments/questions from Board members.

Mrs. Shaffer asked about the contract with Market Street Sports. It seems to be disappointing and wondered if they could provide a presentation that would include what they have done or haven’t done and their efforts and obstacles.

Mr. Younkin replied that he would make a contact and make arrangements for a presentation at a full Board meeting.

An opportunity was provided for public comment.

Sarah Reinecker, 1101 Farquhar Drive – YS Education Foundation representative – relayed information on request for employee payroll deduction

Jerry Stahle, 700 Mulberry St – this board doesn’t accept responsibility for anything; requested copy of Comprehensive Plan; he also submitted two additional requests via letters directed to Mr. DeHaas

Mr. DeHaas thanked Mr. Stahle for sharing his opinion, although as you know we don’t always agree. Every constituency deserves to be heard.
Adjournment
Meeting adjourned 9:07 PM.

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