Minutes 2013-04-22

1. 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, Bill Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative)
   3. Public Comment

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

   4. Discussion and Action on Board Minutes – Approval of the Minutes of the Special Board Meeting and Planning Committee Meeting of April 8, 2013.  [Approve as submitted/corrected]

      Ms. Leopold-Sharp reported the minutes will be approved as submitted.

Motion, Miller, Second, Kirk; Approval of the Treasuer’s Report.  Roll Call Vote, all present, yes.  Motion carried 9-0.

1. Approval of Treasurer’s Report as of March 31, 2013 [File for audit]  The Treasurer’s Report,Summary Report  and Check Summary are provided.  
2. Fund Account Reports showing balance as of March 31, 2013
   1. General Fund-2012-13 – $13,421,071.13
   2. Food Service Fund – $100,678.82
   3. Capital Reserve Fund – $123,520.46
   4. Capital Projects Fund-Bond Series of 2006 & 2007 – $1,841,223.34
3. Payment of Bills
   1. General Fund-2012-13 – $1,749,144.52
   2. Food Service Fund – $104,001.43
   3. Capital Reserve Fund – $0
   4. Capital Projects Fund-Bond Series of 2006 & 2007 – $232,403.35

1. Congratulations to the following Award Winners of the York County Science & Engineering Fair. Instructional support was provided by Mr. Jamie McFadden, Mrs. Leslie Gentzyel and Mr. Jesse Weld.
   1. Matthew Clark, son of Christopher and Emily Clark – First Place Award & Broadcom Masters Award
   2. Lucy Cook, daughter of James and Melissa Cook – First Place Award & Broadcom Masters Award
   3. Alan Countess, son of Frank and Rebecca Countess – Mu Alpha Theta Award for his work with statistics
   4. Kiersten Daugherty, daughter of Ronald and Tammy Daugherty – First Place Award
   5. Morgan Gochnauer, daughter of David and Aimee Gochnauer – First Place Award & Broadcom Masters Award
   6. Michael Kirk, son of William and Christine Kirk – First Place Award
   7. Benjamin Koller, son of Brett and Linda Koller – First Place Award & Broadcom Masters Award
   8. Grace Pindzola, daughter of Ander and Kathy Pindzola – First Place Award
   9. Thomas Platts, son of Todd and Leslie Platts – First Place Award
   10. Molly Sargen, daughter of Jeff and Braquel Sargen – First Place Award & Broadcom Masters Award
   11. Jack Schultz, son of John and Michelle Schulz – First Place Award, Broadcom Masters Award & NOAA Award for his work with macro invertebrates
   12. Sahara Wilt, daughter of Darrell and Jennifer Wilt – Engineering Society of York Award and the Society of Manufacturing Engineers Award for her work with the efficiency of light bulbs

       Ms. Leopold-Sharp announced the above information and presented each student with a certificate of recognition.

2. Congratulations to the 2013 PIAA Class AA Girls’ Swimming and Diving Runners-Up.  The coaches are Craig Brennan, Matthew Appleby, Michael Appleby and Hope Kowalewski.
   1. Zowie Day, daughter of Jeanette Day – 1st Place in 200 Free Relay; 2nd Place in 400 Free Relay
   2. Carson Gross, daughter of Ronald and Jennifer Gross – 5th Place in 50 Free; 11th Place in 200 Free; 1st Place in 200 Free Relay; 2nd Place in 400 Free Relay
   3. Helen Gunn, daughter of Brian and Eleanor Gunn – 2nd Place in 400 Free Relay
   4. Erin Merkle, daughter of Joseph and Shelly Merkle – 5th Place in 100 Fly; 2nd Place in 500 Free; 1st Place in 200 Free Relay; 2nd Place in 400 Free Relay
   5. Anna Schmittle, daughter of Karl and Lisa Schmittle – 1st Place in 200 Free Relay
   6. Emily Schmittle, daughter of Karl and Lisa Schmittle

      Ms. Leopold-Sharp announced and congratulated students with a certificate of recognition.  She also congratulated Coach Brennan for being named the PIAA Class AA Girls Swimming and Diving Coach of the Year.

3. The Board met in Executive Session on March 26, 2013 at 5:30 PM and following the April 8, 2013 Special Board Meeting and Planning Committee Meeting for the purpose of discussing personnel and/or legal issues.

   Ms. Leopold-Sharp reported above information.

4. Scheduling May Special Meeting Discussion

   Ms. Leopold-Sharp the FY2013-14 Preliminary Budget will be voted on this evening and 30 days following will require a final vote.  Following discussion, Thursday, May 30, at 5:30 PM, a Special Meeting will be scheduled to adopt the final budget.

5. Consolidation Letter Discussion

   Ms. Leopold-Sharp reported the board spoke briefly at last meeting about consolidation letter.  It was decided the district would need to speak to stakeholders before completion of survey and the recovery committee has a finite existence.

   Dr. Orban reported a lengthy discussion took place with other Superintendents about the consolidation letter.  There were several concerns voiced and a letter was composed by the Superintendents that stated the consolidation letter was received, it created more questions than answers and they could not complete the survey.  Ten disticts have signed that letter and one district did not have enough information for discussion with board.  The recovery committee’s last meeting is May 2.

   Ms. Leopold-Sharp asked the board members for discussion.

   A discussion continued.  Points of the discussion were – there is not enough information and not enough time to collect information, suggestion to go ahead and sign the letter; there is no entity to send response and no authority to act upon a response. 

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

   Ms. Leopold-Sharp reported this was previously tasked to the Communications Committee.  Is there support for a letter?

   Motion, Miller, Second, Sears; No response letter is suggested. 

   A discussion continued.  Points of the discussion included – The letter is signed by both Superintendent and Board President; several supported signing the letter; common courtesy is to respond rather than ignore; sign the letter with information explaining no entity exists to receive any quiry to act upon, response to a non-entity is not encouraged. 

   Roll Call Vote, Shaffer, no; Kirk, no; Sears, yes; DeHaas, yes; Schroeder, no; Clancy, no; Miller, yes; Bates, no; Leopold-Sharp, no.  Motion failed 3-6.

   Motion, Clancy, Second, Schroeder; Compose a simple letter, stating concerns of entity that has standing, state we do not feel as school board that we have time to compile information necessary to give adequate answers.

   Ms. Leopold-Sharp read the letter that was prepared by Superintendents.  Would the board be comfortable adding a paragraph stating the recovery committee tenure is short?

   A discussion continued.  Points of the discussion include – the committee is moving beyond the charge of Govenor’s and PDE’s scope, add that information too; not comfortable with legal aspects of that statement.

   Mr. Spare reported no legal opinion is available at this time because this is the first time to hear the information.  He could look into this information if asked.

   Ms. Leopold-Sharp reported the administration can draft a letter and share with board.

   Dr. Orban added the next meeting is Wednesday and she can hand deliver the letter to Mr. Meckley.

   Roll Call Vote, Clancy, yes; Miller, no; Bates, yes; Leopold-Sharp, yes; Shaffer, yes; Kirk, yes; Sears, no; DeHaas, no; Schroeder, yes.  Motion carried 6-3.

   Ms. Leopold-Sharp reported a letter will be prepared and a copy sent to the board.

1. Congratulations to Dr. Denise Fuhrman on earning her doctorate.  The title of her dissertation wasDistributing Leadership Through Shared Decision Making.

   Dr. Orban reported above information.

2. Request for Overnight Field Trip Discussion

   Dr. Orban highlighted above information.

   There was no discussion by board members.  Action will be taken on May 6.

3. Director of Finance and Support Services Search Update
   
   Dr. Orban reported there were 23 applicants with seven round 1 interviews scheduled with six sitting business managers and one assistant business manager.  Three round 2 interviews are scheduled later this week and will be scheduled in a three-part process, meeting with Education Center staff, Administrative Team members with candidate giving a presentation and Cabinet.  The plan is to have two candidates for the final interview with the board on April 29 at 6:30 and 7:45.

Mr. Clark reported the Green Club sponsored a lights out day for Earth Day to bring attention to energy conservation.  The student board representative election is complete and Alison Liu will be the next representative.  There has been considerable negative feedback about an increase in the student activity fee for next year; I will plan to provide comment later in the meeting.

1. Keystone Exam Report – Mr. Ellis

   Mr. Ellis provided a presentation on the Keystone Exams and answered questions from board members.

   Dr. Orban expressed kudos to Dr. Maloney who has been well ahead of the curve on the Common Core and Keystone Exams.  All the processing that has taken place with administrators and department chairs has really paid off. 

2. The next Academic Standards and Curriculum Committee meeting is scheduled on April 25 at 3:45 PM in Valley View room 111. 

   Mrs. Clancy reported above information.

1. The Communications Report and Activities Report are provided.

   Mrs. Schroeder reported above information.

2. The next Communications Committee meeting is scheduled May 6 at 6:30 PM.

   Mrs. Schroeder reported above information.

1. Request for Qualifications Facilities Feasibility Study.  The administration is recommending the appointment of Murphy & Dittenhafer as consultant to perform a Facilities Feasibility Study at a cost of $29,820.  [Motion and Roll Call Vote]

   Proposal Submittal Requirements
   Agreement 

   Mr. DeHaas reported the recommended quote is higher than some others and is based on scope and the background with education and familiarity with the district facilities.
   
   
   
   Motion, DeHaas, Second, Bates; above recommendation.
   
   
   
   A discussion continued.  Points of the discussion included – administration reported the money for this project is coming from capital projects; concern was expressed about the huge range of costs for consultants and if our plan could be accomplished with the lower bid; the administration replied the lowest bid does not have qualifications, the number of consultants and has lack of experience working with our facilities to provide as good a product as Murphy & Dittenhafer.
   
   
   
   Roll Call Vote all present, yes, except Kirk, Sears, no.  Motion carried 7-2.

2. The next Facilities Committee meeting is scheduled April 24 at 5:30 PM. 

   Mr. DeHaas reported above information.

1. The next Finance Committee meeting is scheduled on May 1 at 5:00 PM.  

   Mr. Miller reported above information.

1. Consent Agenda:  You have before you the Personnel Report which includes resignation, request for leave of absence, employment, volunteer building aide and additional substitutes teachers.  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, Bates; Approval of the consent agenda of the Personnel Committee Report.  Roll Call Vote, all present, yes.  Motion carried 9-0.

   1. Resignation
      1. Recommend Board approval of the resignation of Betty Arnold as a Lunchroom Aide at the East York Elementary School effective April 5, 2013.
   2. Request for Leave of Absence
      1. Recommend Board approval of the request of Holly Davis, Art Teacher at the High School, for a FMLA leave of absence for 60 work days starting on or about June 6, 2013, followed by an unpaid leave of absence for the remainder of the first semester of the 2013-2014 school year.  Mrs. Davis will be returning to her position on or about January 13, 2014.
   3. Employment
      1. Name:  Alicia C. Kowitz

         Education:  Lancaster Catholic High School, Diploma: Marywood University, B.S. in Mathematics/Secondary Education

         Certification:   Mathematics 7-12

         Experience:  J.S. Morton West High School, Berwin, IL, Math Teacher; Proviso East High School, Maywood, IL, Math Teacher

         Contract:  Temporary Professional Contract

         Salary:  $56,950 – B.S. – Step 7

         Assignment:  Math Teacher

         Building:  Middle School

         Effective:  2013-14 School Year, pending clearances

   4. Volunteer Building Aide 2012-13
      Linda Arnold
   5. Additional Substitute Teachers for 2012-13
      Tammy Anslow
      Erica Dearborn
      Julia Dunn
      Beth Weaver
2. The next Personnel Committee meeting is scheduled May 2 at 4:00 PM.

   Mrs. Shaffer reported above information.

1. Elementary Summer Camp / Program Proposal.  The administration recommends approval of the Elementary Summer Camp / Program Proposal.  [Motion and Vote]

   Mr. Kirk highlighted above information.

   Motion, Clancy, Second, Shaffer; above recommendation.  Roll Call Vote, all present yes.  Motion carried 9-0.

2. New Master Agreement Resolution.  The administration recommends approval of the New Master Agreement Resolution for electronic signature that is now a requirement at PDE.  [Motion and Vote]

   Mr. Kirk highlighted above information.

   Motion, DeHaas, Second, Schroeder; above recommendation.  Roll Call Vote, all present, yes.  Motion carried 9-0. 

3. 2013-14 Board Meeting Schedule Discussion.

   Mr. Kirk highlighted above information.

   Dr. Orban asked if the board would like one or 2 meetings in July 2013 and July 2014.  We did have one meeting for many years and changed to two meetings during the building and construction process.

   A discussion took place.  Points of the discussion included – one meeting is a good idea.

   Motion, DeHaas, Second, Kirk, and unanimously passed 9-0; Approval of one meeting on July 15, 2013.

   Motion, Schroeder, Second, Bates, and unanimously passed 9-0; Approval of one meeting on July 14, 2014. 

4. The next Planning Committee meeting is scheduled May 6 at 7:30 PM.

   Mr. Kirk reported above information.

1. The committee recommends adoption of the following revised policies. 
   1. Policy No. 610 – Purchases Subject to Bid/Quotation
   2. Policy No. 611 – Purchases Budgeted
   3. Policy No. 612 – Purchases Not Budgeted
      
      Ms. Bates highlighted above information.

      Motion, Bates, Second, Schoreder, an unanimously passed 9-0; above recommendation.   

2. The next Policy Review Committee meeting is scheduled April 30 at 3:45 PM.

   Ms. Bates reported above information.

No report

1. The YCST Joint Operating Committee Mini-Board Report of February 28 and March 26 are provided. 

   Mrs. Schroeder reported at a recent YCST board meeting, one of the York Suburban students attending YCST in diesel technology, Brenden Straley, was recognized as student of the month; congratulations to him!

1. 2013-14 Preliminary General Operating Budget.  The administration recommends approval of the York Adams Academy 2013-14 Preliminary General Operating Budget.  [Motion and Roll Call]  

   Mr. DeHaas highlighted above information and added for five years in a row, there has been no increase.

   Motion, Bates, Second, Shaffer; above recommendation.  Roll Call Vote, all present, yes.  Motion carried 9-0. 

1. “…by Dawn’s Early Light” outlining the highlights of the March 5 and April 2 LIU Board Meeting is provided. 

   Mr. Sears reported above information specifically noting on March 5, the Special Education budget was approved and on April 2, a PowerPoint presentation dealing with the autism spectrum discorder was presented.  If any board member is interested in viewing the information, please let me know.  Also, the closing of adult education at the prison was acted upon at the request of the prison due to budgetary constraints.  Volunteers will try to fill that program.  This was approved by the prison board and county commissioners; there is no mandate that these services are provided.  

No report

1. FY 2013-14 Budget Development
   1. The administration is recommending adoption of the Proposed Final Budget for the 2013-14 fiscal year. [Motion and Roll Call Vote]

      PDE-2028 – Preliminary General Fund Budget for Fiscal Year 2013-2014
      General Fund Budget Summary
      2013-14 Budget Preparation by Major Function, Major Object
      Budget Preparation Revenues
      Budget Preparation Expenditures

      Mr. Younkin highlighted above information.
      
      
      
      A discussion continued.  Points of the discussion were – the budget is based on the 1.57 rate; we need to look to the future now and costs cuts now are important in order to achieve future budgets; reinforcement of previous comment, budget is guideline for upper constraint, deficits have to be addressed on a continuous basis, attrition will not go on indefinitely; many students are opposed to the increase in activity fee; there is a high percentage of students participating in activities.
      
      
      
      Ms. Leopold-Sharp reported the Preliminary Budget will be voted on this evening and discussion will continue on May 6.
      
      
      
      Motion, Miller, Second, DeHaas; above recommendation.  Roll Call Vote, all present, yes, except Kirk, Sears, no.  Motion carried 7-2

2. Performance Audit Report June 30, 2008, 2007, 2006 and 2005.  The Department of Education has requested a response to the Performance Audit Report conducted by the Department of Auditor General for the years noted.  A determination needs to be made by the Board to appoint an audit committee or to act as a whole.  [Motion and Vote]

   Correspondence
   Performance Audit Report

   Mr. Younkin highlighted above information and made a suggestion to use Finance Committee or board as a whole with final procedures.

   Motion, Clancy, Second, DeHaas, and unimously passed 9-0;  Appoint Finance Committee as the audit committee.

Mr. Kirk asked for some feedback on the budget comments and long-term deficits.

Ms. Leopold-Sharp reported there will be a conversation at Planning Committee Meeting in May and suggest recommendations be discussed at that time. 

Mr. Kirk asked about the Day of Silence that occured last Friday at the high school and if the Board feels this should have been discussed at the board level?

A discussion continued.  Points of the discussed were – Confidence in high school administration in such matters; agreement from another board member; not in favor if this impacted curriculum time, not about the particular cause, don’t change the curriculum for any cause, would have been opposed to this;  how does students being mute for a day affect academic integrity, nice for students to make a statement, when board members receive questions from community members, information is helpful.

Dr. Orban reported 190 students participated and asked Mr. Ellis to comment. 

Mr. Ellis reported academic needs of the classroom were demanded.  I was aware of  one issue and that was resolved.  Teachers were creative.  One out of four students participated.

Mr. Clark (Student Board Representative) added it did not affect the academic day.  For a discussion in English class, the teacher had students type information and showed it on the board.

A discussion continued.  This is a lesson learned and years ago elementary students did something similar on Martin Luther King day and lesson was learned by students, confidence with administrations, bullying is very important issue;  concerned with academic impact and precedent, bullying is very important and continuing with PRIDE activities is encouraged, board should have been informed; there are many events in the schools that we are not aware of, some not for the whole school day, personally this is about the issue and not the day of learning; this is a national observation, it happens in other districts in the state and nation, the need to know about everything is micro-managing, one faculty member said that listening skills were worked on that day.