Minutes 2012-11-05

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
NOVEMBER 5, 2012 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

MINUTES
(approved November 19, 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, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative)
  
  Members not Present – William Kirk
Old Business
1. Market Street Sports Report
  Mr. Younkin provided background information about district entering into a marketing agreement with Market Street Sports Group on June 2011 and introduced Jason Jesberger, President of Marketing, in attendance this evening to give a report to the Board.
  
  Mr. Jesberger provided a report about seeking sponsors for the district and currently no sponsors have been secured. In general, because of the current economic conditions, other districts are not experiencing much success with sponsors at this time either. Comments I have heard from some businesses are that York Suburban School District has wealthy residents and financial assistance is not needed. York Revolution is being successful with sponsorships and Market Street Sports Group is a competitor. Our experience shows securing one sponsorship will lead to additional interest. The district may have other options to consider since not much success has occurred in the past 18 months and may not want to continue the agreement with Market Street Sports Group.
  
  A discussion continued. Points of the discussion included – the sharing arrangement is 70-30 split after expenses; the amount of effort for marketing has been the same as other area districts; lowest buy-in is $5000 per year anticipating year-long marketing campaigns and would require businesses to budget these amounts; marketing is all about numbers and exposures and a small district does have some limitations; business sponsorships can grow from within the district through a personal connection; approximately 75-100 business were contacted, including small to larger companies; utilization of district’s Key Communicator Network may be helpful and Mr. Jesberger would be available to come and talk with a group to explain the marketing sponsorships; an information page for the district has been completed to provide assistance with any questions a business may ask; the use of York College interns or other options may be considered to have geographic location in York County.
  
  An opportunity was provided for public comment. There was none at this time.
Board President’s Report – Mr. DeHaas
1. Appoint Nominating Committee and Chair
  Mr. DeHaas reported that Mrs. Schroeder has graciously volunteered to chair the Nominating Committee. The meeting will be open to the public and Board members. Anyone interested in seeking to be an elected officer should contact Mrs. Schroeder by the end of week. A Nominating Committee meeting will be scheduled.
Superintendent’s Report – Dr. Orban
1. Webcasting Meetings Discussion
  Dr. Orban met with Vince Henry, Director of Technology, and Joe Toren, High School Video Communications Teacher, about televising meetings. Mr. Toren said that it would not be feasible to schedule students for continued evening commitments. Mr. Henry reported the district does have equipment to make webcasting a possibility. At this time, other projects have priority and a goal of January to try this method is encouraged.
Committee Reports
1. Academic Standards and Curriculum Committee Report – Mrs. Clancy
  1. The minutes of October 1 are provided.
    Mrs. Clancy reported above information.
  2. The next Academic Standards and Curriculum Committee meeting is scheduled January 30 at 9:00 AM.
    Mrs. Clancy reported above information.
2. Communications Committee Report – Mrs. Schroeder
  1. “What You Need to Know about Running for School Board” discussion.
    Thursday, December 6 – 7:00-8:30 PM – at the Middle School Auditorium
    
    Mrs. Schroeder reported the Communications Committee met this evening and discussed the above event. It was decided to change location to possibly the large group room at the Middle School due to an anticipated smaller attendance expectation. Details continue to emerge. Mrs. Pamela Price, PSBA, will be the facilitator and perhaps four to five panelists will be available. We continue to reach out to other districts for their involvement. Dr. Orban and Mrs. Clancy have agreed to serve on the panel. A suggestion for any member of the press in attendance this evening to mention this in the newspaper would be appreciated.
    
    Mrs. Clancy asked if information could be posted on the district website.
    
    Dr. Orban reported a press release will be completed and information will be shared with district’s Key Communicator Network.
    
    Mrs. Shaffer reported the title has been revised to serving on the school board as opposed to running for school board.
  2. The next Communications Committee meeting is scheduled December 3 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. The next Facilities Committee meeting is scheduled November 14 at 5:30 PM at Valley View.
    Ms. Leopold-Sharp reported the condition of roof report will be presented at the December 3 Planning Committee meeting. She reported the above information and noted Mrs. Shaffer and Mr. Kirk will be out of town that day and the meeting mostly likely will be changed.
4. Finance Committee Report – Mr. Miller
  1. The next Finance Committee meeting is scheduled November 28 at 5:30 PM.
    Mr. Miller reported above information.
5. Legislative Policy Committee – Mrs. Clancy
  1. Legislative Priorities Discussion. The following are under consideration as four priorities for the district – B-2, D-3, E-1 and I-2. In selecting the fifth priority, the following are worthy of consideration – B-4, B-14, C-2, C-6, D-4, D-8, D-9, G-6, I-12, I-13, J-3 and J-4.
    Mrs. Clancy reported that Mr. Sears and herself attended Legislative Meeting on October 18.  The district needs to choose the top five priorities.  We, Dr. Orban, cabinet, Mr. Sears and self, have recommended four priorities as noted above. Dr. Orban will share narrowed list of possibilities for the fifth priority.
    
    Dr. Orban suggests either D-9, I-12 or J-3 as the fifth priority.
    
    A dicsussion took place.
    
    It was decided that J-3 will be the fifth priority.
    
    An opportunity was provided for public comment. There was none at this time.
6. Personnel Committee Report – Mrs. Shaffer
  1. The next Personnel Committee meeting is scheduled February 7 at 2:00 PM.
    Mrs. Shaffer reported above information.
7. Policy Review Committee Report – Ms. Bates
  1. The minutes of October 23 are provided.
    Ms. Bates reported above information.
  2. New/Revised Policy Discussion
    1. Policy No. 202 – Eligibility of Nonresident Students
      Ms. Bates reported there was considerable discussion at the Board and committee level about seniors whose families leave the district during the second semester. The committee’s recommendation is to go back to original wording in policy as indicated on above information.
    2. Policy No. 915 – Booster/Support Organizations
      Ms. Bates reported the committee has been working on this policy for some time. It was approved by the Board in October. The committee failed to contact the building administrators for their feedback. The fundraising section was changed to have fundraising coordinated by building administrators, the way it currently is taking place. The main goal of this policy was to bring different organizations under one policy and that was accomplished.
      
      Mrs. Clancy thanked the committee for bringing the policy back to the Board and is receptive to bring back the fundraising to the way it was being held. It is prudent for administrators that are sitting in meetings to voice objections before policies are approved.
  3. The next Policy Review Committee meeting is scheduled November 20 at 3:45 PM.
    Ms Bates reported above information.
    
    An opportunity was provided for public comment. There was none at this time.
8. Lincoln Intermediate Unit Report – Mr. Sears
  No report
9. York Adams Academy – Mr. DeHaas
  No report
10. York Area Tax Bureau Report – Ms. Leopold-Sharp
  Ms. Leopold-Sharp reported the Tax Bureau is meeting this evening because the meeting was rained out last week.
11. York County School of Technology – Mrs. Schroeder
  Mrs. Schoreder encouraged Board members to continue to review information that is received and provide feedback.
Business Office Report – Mr. Younkin
1. Board Report on FY2011-12 Budget
  1. Fund Balance Calculation
    Mr. Younkin highlighted above information.
  2. Board Summary Report
  3. Condensed Revenue Summary
2. Five Year Budget Projections
  Mr. Younkin highlighted above information.
  
  A discussion continued. Points of the discussion included – fund balance is included in this exhibit; increase was not factored in for fund balance; suggestion to breakdown local revenue to earned income and property taxes; the periodic payments with York Area Tax Bureau process is working out fairly well as we have received almost as much to what was budgeted; goal for fund balance is 5% or $2.7 million.
  
  An opportunity was provided for public comment. There was none at this time.
Comments and/or Questions from the Public
Ms. Leopold-Sharp asked if any Board members are interested in attending the Facilities Committee meeting on November 14 to let her know.

An opportunity was provided for public comment. There was none at this time.
Adjournment
Meeting adjourned at 8:41 PM.

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