Minutes 2013-01-14

YORK SUBURBAN SCHOOL BOARD
SPECIAL BOARD MEETING FOLLOWED BY PLANNING COMMITTEE MEETING
JANUARY 14, 2013 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

AN EXECUTIVE SESSION WILL BE HELD AT 6:30 PM.

SPECIAL BOARD MEETING
M I N U T E S
(Approved January 28, 2013)

Call to Order – Ms. Leopold-Sharp
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 – Emily Bates, Jennifer Clancy, John DeHaas, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative)
  
  Ms. Leopold-Sharp reported the Board will be utilizing a suggested voting card system on a trial basis for three months.
Superintendent’s Report – Dr. Orban
1. The administration recommends Board approval of the Early Complaint Resolution Agreement for Student No. 13045. [Motion and Vote]
  Motion, DeHaas, Second, Bates; Approval of Early Complaint Resolution Agreement for Student No. 13045. Roll call vote, all present, yes. Motion carried 9-0.
2. The administration recommends Board approval of the Administrative Disciplinary Hearing Agreement for Student No. 211190, following a hearing conducted by Board appointed hearing officer, Michele Merkle. The agreement sets forth the details of the recommendation in response to the Act 26 violation. The student will complete ten day suspension, be immediately expelled to an alternative school placement for a period of one year and may apply for reinstatement at the conclusion of the first semester of the 2013-14 school year. [Motion and Vote]
  Motion, Clancy, Second, Bates; Approval of the Administrative Disciplinary Hearing Agreement for Student No. 211190. Roll call vote, all present, yes. Motion carried 9-0.
3. The administration recommends Board approval of the Administrative Disciplinary Hearing Agreement for Student No. 211610, following a hearing conducted by Board appointed hearing officer, Michele Merkle. The agreement sets forth the details of the recommendation in response to the Act 26 violation. The student will complete the ten day suspension and be immediately expelled to an alternative school placement for a period of at least 45 days, pending the results of a manifestation determination. [Motion and Vote]
  
  Motion, Bates, Second, DeHaas; Approval of the Administrative Disciplinary Hearing Agreement for Student No. 211610. Roll call vote, all present, yes. Motion carried 9-0.
Personnel Committee Report – Mrs. Shaffer
Consent Agenda: You have before you the Personnel Report which includes resignation and employment. Would any board member like any of these items considered separately or are there any questions on any of these items? If not, the chair moves approval of the below-mentioned items; second; roll call vote.

Motion, Shaffer, Second, Schroeder; Approval of the consent agenda on the Personnel Committee Report. Roll call vote, all present yes. Motion carried 9-0.
1. Resignation
  1. Recommend Board approval of the resignation of Ashley Thrush as High School Musical Pit Orchestra Director effective January 7, 2013.
2. Employment
  1. Recommend the appointment of Thomas Eyster as High School Musical Pit Orchestra/Choral Director (to be shared with Hannah Stayer) at the salary of $1505.50 which represents ½ of Step 4 of the Extracurricular Salary Schedule, pending clearances.
Adjournment

Ms. Leopold-Sharp adjourned the Special Meeting.

PLANNING COMMITTEE MEETING
M I N U T E S

Call to Order – Ms. Leopold-Sharp
Ms. Leopold-Sharp called the Planning Committee Meeting to order.
Superintendent’s Report – Dr. Orban
1. PA Economy League Summary Report – Charles Walters, Susan Baker
  1. Updated Analysis of Demographics and Community Growth Patterns and Projections of Public School Enrollments in the York Suburban School District 2012-13
    Dr. Orban reported the above lengthy report is available for the community.
  2. Consultant’s Overview Presentation
    Dr. Orban introduced Charles Walters and Susan Baker from PA Economy League and they presented the above information.
    
    A discussion continued. Points of the discussion included – no explanation is available at this time for the lower than expected Kindergarten registration; suggest the district go with suggestion from Mr. Walters to have an update to the study done by PEL at no additional cost following the October 1 official enrollment; generally enrollment may be declining and additional information and study will be necessary to confirm; the administration continues to review data and their recommendation is to look at the kindergarten registration in a few months and the additional studies at the high school about enrollment; school districts are quite scattered throughout the state that PEL has performed enrollment studies and a comparison is not an option at this time.
    
    An opportunity was provided for public comment. There was none at this time.
    
    Ms. Leopold-Sharp concluded that further assessment after the October 1 enrollment numbers will take place.
2. 2013-14 Calendar Discussion
  1. Draft Calendar
    Dr. Orban highlighted the various things that went into creating the draft calendar and added this is a particularly difficult calendar. The administration has been discussing smaller amount of days for PM Kindergarten students during early dismissal days and is looking to make application for Act 80 half-days for those three afternoons. Community feedback summary is included with approximately 60 respondents participating. Eight other school districts are considering starting this early for next year.
    
    A discussion continued. Points of the discussion include – per the teacher contract, 188 days are required for teachers; there would be no impact for students playing a fall sport, as practices would be scheduled in the evening after the school day has concluded; additional make-up days beyond the two make-up days on the calendar would be scheduled as necessary at the end of the year.
    
    An opportunity was provided for public comment. There was none at this time.
    
    Ms. Leopold-Sharp announced this item would be on the January meeting agenda for action.
  2. Summary of Community Comments on possible earlier start with 2013-14 Calendar
3. Videotaping Board Meetings Update
  Dr. Orban reported that videotaping of board meetings will begin on January 28. Equipment has been installed with no cost to district because equipment was available and it was installed by district personnel. The videotapes will be posted to the district website. The number of viewers will be tracked once in place and notification of this new service will be distributed to the district’s Key Communicator Network and Superintendent’s Lay Advisory Council members.
  
  An opportunity was provided for public comment. There was none at this time.
4. YAIAA Update
  Dr. Orban reported Gettysburg School District will be joining the YAIAA League effective 2014-15 and this addition will strengthen the league. With the cutback at the middle school level, consideration of further cuts and trying to schedule multiple tournaments at one time at one large venue, the transportation costs are not expected to increase considerably. There are informal discussions taking place at this time for the addition of another school district.
  
  An opportunity was provided for public comment. There was none at this time.
Board President’s Report – Ms. Leopold-Sharp
1. Board Goals Review
  Ms. Leopold-Sharp reviewed the board goals with the committee chairs.
  
  An opportunity was provided for public comment. There was none at this time.
Committee Reports
1. Academic Standards and Curriculum Committee Report – Mrs. Clancy
  1. The next Academic Standards and Curriculum Committee meeting is scheduled January 30 at 3:45 PM. The annual Academic Standards and Curriculum Committee meeting is scheduled February 19 at 6:30 PM in High School Room 160.
    Mrs. Clancy reported above information.
2. Communications Committee Report – Mrs. Schroeder
  1. The minutes of December 3 are provided.
    Mrs. Schroeder reported above information.
  2. Public Budget Presentation Report
    
    Mrs. Schroeder reported that Mr. Younkin provided an update on the public budget presentation at this evening’s committee meeting.
  3. The next Communications Committee meeting is scheduled February 11 at 6:30 PM.
    Mrs. Schroeder reported above information.
3. Facilities Committee Report – Mr. DeHaas
  1. The minutes of January 2 are provided.
    Mr. DeHaas reported above information.
  2. Room Utilization Report
    Mr. DeHaas reported the committee reviewed the initial room utilization report and some questions have been answered on the above report.
    
    Dr. Orban reported the clarifications that were done to this report. PDE mandated minimum square footage for classroom is 750 feet and other accommodations are necessary for special education classrooms.
    
    An opportunity was provided for public comment. There was none at this time.
    1. December 2012 Student Enrollment Report
  3. TREMCO District Roofing Survey
    Mr. DeHaas reported the above information as presented by an expert at the committee meeting. The process of resubstantiating the current roof that exists is very interesting. There were lots of questions. The amount of money is substantial and necessary to decide how to utilize our buildings in near term and long term.
    
    Mr. Younkin highlighted the above spreadsheet. A full report including pictures is available if anyone is interested. Some work does need done to some of the roofs.
    
    A discussion continued. Points of the discussion included – request to reorganize spreadsheet slightly to list by building and category; compilation of data that exists needs to be put together; Facilities Committee does recommend a Feasibility Study be done to gather information for each building and the administration will investigate a cost for this study; keeping buildings in good condition is important, cash management is critical too; it will take time to look at lots of data and reports from outside people; a correction to minutes is adding Mr. DeHaas as present at the meeting.
    
    Dr. Orban concluded the discussion answering the question about the Valley View gym moisture problem by responding that a meeting is scheduled tomorrow with architects, builders and Mr. Girling. Dr. Orban will provide the board with a report following the meeting.
  4. The next Facilities Committee meeting is scheduled January 30 at 5:30 PM.
    Mr. DeHaas reported above information.
    
    An opportunity was provided for public comment. There was none at this time.
4. Finance Committee Report – Mr. Miller
  1. The minutes of November 28 is provided.
    Mr. Miller reported above information.
  2. PSBA Contract for Administrative Regulations. The administration is requesting permission to contract with PSBA to provide administrative regulations for the Board’s policies. The cost of the service is $7500.
    Dr. Orban reported discussion has taken place with Policy Review Committee and Pamela Price at PSBA. This district has not had administrative regulations. Some policies have too much detail and administrative regulations are recommended. Total time to produce this handbook of information would be approximately two years.
    
    Ms. Leopold-Sharp reported this item will be on January 28 Board meeting agenda for action.
  3. PSBA Contract for Staffing and Efficiency Study. The administration is requesting approval of a contract for Consulting Solutions Staffing and Efficiency Study for the Education Center. The cost of the service is $4900.
    Mr. Younkin reported above information and recommended the third party review study.
    
    Mr. Miller added one question that was raised at committee discussion was to have study done now or wait until new Director of Finance is hired.
    
    A discussion continued. Points of the discussion included – reviewing of job descriptions and other steps could be done prior to new person being hired and the study take place during the time when both persons are employed; the expected return on this investment would be difficult to specifically identify, the goal of having number of positions for tasks and how they compare in other districts and redistribution of tasks would be a no-cost issue; a study was done several years ago and the administration will do some research on that study; some reductions were done in the first budget reduction year and we want to make sure we are adequately staffed for the tasks.
    
    Mr. Younkin concluded the discussion stating an audit meeting is scheduled tomorrow and information will be available at the beginning of February.
    
    An opportunity was provided for public comment. There was none at this time.
  4. Whitsons’ Sales Activity Report for December
    Mr. Miller highlighted above report and noted the sales have dropped off in December. The federal regulations have created the need of taking a vegetable or fruit and elementary students went home and talked with mom and dad and more students have started to pack their own lunch. Whitsons does have some ideas about encouraging students to select a vegetable or fruit with characters that go into the cafeterias. Other school districts that are clients of Whitsons are seeing the same decline.
    
    A discussion continued. Points of the discussion included – the drop in December is believed to be a cumulation type of situation as the regulations did not change in December; some elementary students do not understand what a vegetable or fruit is and an education component is teaching about them; Whitsons is putting out a raw vegetable for students to see what the cooked vegetable started as to help them understand what they are selecting.
  5. The next Finance Committee meeting is scheduled February 6 at 5:00 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 February 7 at 4:00 PM.
    Mrs. Shaffer reported above information.
7. Policy Review Committee Report – Ms. Bates
  1. Update on Policy 915 – Booster/Support Organizations Compliance
    
    Ms. Bates reported when policy 915 was revised, a checklist was designed to streamline financial reporting and supplying other information from the organization to the district in a simple and easy format. Dr. Orban and Mr. Younkin reviewed this information with all the organizations. There are currently six organizations not in compliance with policy and three organizations are not in compliance with policy for two years. The committee recommended Dr. Orban write a letter to the organization’s president and treasurer and copying the administrator in connection with organization and the Board president and give two week deadline for the checklist to be returned. If compliance was still not met, consideration for district support of these organizations be dropped which would include dropping insurance. The current non-compliance affects a great number of students.
    1. Checklist for Policy 915
  2. The next Policy Review Committee meeting is scheduled February 5 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
  Mr. Sears reported that Mr. Henry Waltrop, Director of Special Projects, is retiring after 33 years with the IU. He has much knowledge and will be greatly missed.
  
  Ms. Leopold-Sharp asked Mr. Sears to write a letter from the Board of School Directors thanking Mr. Waltrop for his many years of service and congratulating him on his retirement.
9. York Adams Academy – Mr. DeHaas
  No report
10. York Area Tax Bureau Report – Mr. Kirk
  No report
11. York County School of Technology – Mrs. Schroeder
  No report
12. Business Office Report – Mr. Younkin
  1. FY 2013-14 Budget Update
    1. 2013-14 General Operating Fund Revenue and Expenditure Projections Preliminary Budget
      Mr. Younkin highlighted above information. It is necessary to prepare preliminary budget to be advertised after the January 28 meeting. The administration is looking for general direction from the Board for preparation of the preliminary budget.
      
      Mr. Miller reported the Finance Committee had no recommendation.
      
      Ms. Leopold-Sharp reported the public budget presentation is scheduled prior to January 28 and it would be helpful for Mr. Younkin if the Board could provide direction how to continue so two budgets do not need prepared.
      
      A discussion continued.
      
      Mr. DeHaas, Mr. Sears, Mr. Miller, Mrs. Clancy, Mr. Kirk and Ms. Leopold-Sharp support a budget not going past the index.
      
      Ms. Bates supports a budget with the exceptions.
      
      Mrs. Shaffer would consider the exceptions.
      
      Mrs. Schroeder was undecided.
      
      Ms. Leopold-Sharp reported there are six in favor of not to exceeding the index and Mr. Younkin could prepare the budget with that consideration.
      
      An opportunity was provided for public comment. There was none at this time.
    2. Act 1 Resolutions
      1. Preliminary Budget Resolution and Act 1 Exception Estimate
      2. Not to Exceed the Index Resolution
13. Comments and/or Questions from the Public
  Mrs. Shaffer stated it may be helpful for the new Board members to know the purpose of the Annual Academic Standards & Curriculum Committee meeting in February.
  
  Dr. Maloney replied the administration highlights anything new for curriculum, new courses at the high school, new assessments, new graduation requirements and new assessments aligned to the Common Core Standards.
14. Adjournment
  The meeting was adjourned at 9:42 PM.

AN EXECUTIVE SESSION IS SCHEDULED IMMEDIATELY FOLLOWING THE MEETING.
This Executive Session was held with the one prior to the meeting and no Executive Session was needed at this time.

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