Minutes 2013-06-17

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 – Jennifer Clancy, John DeHaas, William Kirk, Lynne Leopold-Sharp, Roger Miller, Joel Sears, Cathy Shaffer

      Members not present – Emily Bates, Lois Ann Schroeder, Alison Liu (Student Representative)

   3. Public Comment

      An opportunity was provided for public comment. 

      Warren Bulette, 1775 S. Queen Street – his prepared statement contained comments about Policy No. 006-School Board Meetings
      

   4. Discussion and Action on Board Minutes – Approval of the Minutes of the Regular Monthly  Meeting of May 20, 2013 and the Special Board Meeting of May 30, 2013.  [Approve as submitted/corrected]

      Ms. Leopold-Sharp asked if there were any corrections or revisions.

      Mrs. Shaffer requested an addition to the goals discussion held on May 30 – goal of advocacy, investigation on equitable funding.

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

Motion, Miller, Second, Kirk; Approval of the Treasurer’s Report.  Roll Call Vote, all present, yes.  Motion carried 7-0.

1. Approval of Treasurer’s Report as of May 31, 2013 [File for audit]  The Treasurer’s Report, Summary Report  and Check Summary are provided.  
2. Fund Account Reports showing balance as of May 31, 2013
   1. General Fund-2012-13 – $8,426,457.31
   2. Food Service Fund – $167,000.33
   3. Capital Reserve Fund – $123,520.46
   4. Capital Projects Fund-Bond Series of 2006 & 2007 – $1,344,471.29
3. Payment of Bills
   1. General Fund-2012-13 – $939,059.09
   2. Food Service Fund – $122,861.98
   3. Capital Reserve Fund – $0
   4. Capital Projects Fund-Bond Series of 2006 & 2007 – $56,719.84

1. Third Quarter Committee Meeting Schedule

   Ms. Leopold-Sharp reviewed above information.

2. Executive Session.  The Board met in Executive Session on May 20, 2013 following the Regular Monthly Meeting and on May 30, 2013 following the Special Board Meeting for the purpose of discussing personnel and/or legal issues.

     Ms. Leopold-Sharp reported above.

Additional Item – Dr. Orban extended congratulations to Dr. Scott Krauser for completing his doctorate this morning!  Additional details will be available in July.

Additional Item – Dr. Orban reported preliminary PSSAs were received and a full report is forthcoming at a future Board meeting.

1. Student Enrollment Report
   
   Dr. Orban reviewed above.  A question was asked what is the comparison to last year at this time.  Dr. Orban reviewed information and later in the meeting stated a difference of eight students.
2. Congratulations to York Suburban Middle School String Ensemble Students.  At the Music in the Parks Festival, String Ensemble students earned a First Place in the Single A Division with the highest rating of Superior and the Overall First Place Orchestra trophy out of all of the divisions.

   Dr. Orban reported above.

3. Thank you to Luther Memorial Church.  Summer items were collected by congregation and presented to Mr. Gulley for distribution to elementary students and families in need.

   Dr. Orban reported above.

   Mr. Gulley added this is something different this year with summer items such as books, flashcards, bubbles and other items.  The nurse and counselors distributed items to students in need.

4. Chromebook One-to-One Pilot for Grades 8 and 9

   Dr. Orban highlighted above.

   Mr. Henry engaged in a dicussion with board members.  Points of the discussion included – the cost is $1000 and will come out of replacement budget; the equipment will have Chrome Operating System, Google drive, no third party office suite, will run resident on the machine; Google apps are used throughout the district and moving in that direction with large implementation at high school and middle school; staff uses Google too; long term goal is to not use MS Office Suite; Chrome platform will do 95 to 98% of what we do in the district, sometimes other things are needed; a benefit is an increased access for students; a $30,000 laptop cart provides access for one classroom, we think this falls in the replacement cycle very nicely; feedback from the teachers and students was very good; replacement cycle is six years for computers, after six years, more time and money is used for repairs; another benefit is shorter start-up time; this would allow 24-7 access to machine; there would be different tiers of insurance available for $250 device-self insure, accidental damage insure, third party insure; some families may not want to sign on to this; storage of machines would have a cost for the district; free/reduced issues would be reviewed and look for waivers; big question is where do we go from here?; possibility is filling out to upper years, assign netbooks that we do have; $100,000 is cost for providing machines to two different grade levels.

   An opportunity was provided for public comment.

   Warren Bulette, 1775 S. Queen Street – What is measurable savings for this project?

   Dr. Orban replied there is no additional funding.  

   Dr. Orban asked the board if the administration can proceed and affirmative response was received.

Ms. Leopold-Sharp reported Miss Liu is out of town this evening.

1. Policy No. 006 – School Board Meetings Discussion [Discussion, Motion and Roll Call Vote]
   Policy No. 006.1 – Attendance at Meetings via Electronic Communications (PSBA Sample Policy)

   Mr. Sears reported the policy review committee reviewed Policy No. 006 and several items were addressed in this draft version and is now ready for board review and discussion.  Policy 006.1 is standard operating policy for some entities and that policy is provided for consideration too.

   A discussion on 006.1 took place.  It was decided instead of three day notice for submitting request that reasonable and adequate notice be given, this may be used three times per calendar year per board member and at least five people being present is necessary.
    
   A discussion on 006 took place.  It was decided:  a five minute limit for public comment is generally enough and per the policy the President can adjust time limit at their discretion; public comment time will be consistent at Planning Committee, Regular and Special meetings following Roll Call, prior to the vote on any item, following any presentation and deliberation by the board and before adjournment; move the Planning Committee Meeting section earlier in the policy alignment; on C.9. revise procedure to policy; in Section 4 remove the in writing, electronic notification and posting on website notation to have just notice in the policy; and the phrases for location of board meeting in the Education Center will be removed.

   An opportunity for public comment was provided.

   Warren Bulette, 1775 S. Queen Street – additional comments from prepared statement were shared

   Mrs. Shaffer commented she finds it difficult to entertain comments from the public from an undefined group.  My request is who is the public group?

   The meeting skipped to item VI. D.

2. 2013-14 District Goals Discussion

   Mr. Kirk reviewed above information.

   Ms. Leopold-Sharp reported Mrs. Clancy reminded me to include Board Orientation/Retreat.  The administrators may add additional goals after their Retreat.

   A discussion continued.  Points of the discussion included – board goals, district goals and administration goals; lets look at details for now not the title; like new format with measurements, suggest addition of status column; advocacy should be a board goal, doesn’t have to be limited to York County school districts; #1 transition planning, review the PSBA survey that will be presented in July; administration will work first with student achievement and curriculum; board and administration will work together on future board agenda items listing.

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

3. Act 80 Day Exception Discussion – Dr. Orban
   The administration recommends the approval of the Act 80 Day Exception.  [Discussion, Motion and Vote]

   Dr. Orban reviewed above.

   Motion, DeHaas, Second, Miller; above.

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

   Voice vote, all present, yes.  Motion carried 7-0.

4. Overnight Field Trip Request – Dr. Orban
   The administration recommends the approval of the Overnight Field Trip Request.  Mr. Coy will be available for any questions.    [Discussion, Motion and Vote]
   Policy No. 121.2 – Foreign Travel is provided for information.

   Dr. Orban reviewed above.

   Mr. DeHaas asked why does the Board need to act upon a summer trip that does not have any district costs?

   Dr. Orban replied for the last similar trip request, the solicitor’s recommendation was for the Board to act upon for an awareness factor and supervision is provided by district staff.

   Mr. Spare stated when the Board takes a vote there is some liability to district.

   A discussion continued.  Points of the discussion included – growth opportunity for students, no cost to district, no time away from school; a tour group makes all the arrangements; this is similar to Ambassadors of Music trip and that is not Board approved; District staff provide supervision during the trip; the form is incomplete, both selections at top of form are selected and detailed itinerary is not included.

   Mr. Spare stated this would be better discussed in Executive Session.

   Mr. Coy stated the reason we wanted to do the proposal first is we didn’t want to spend a lot of time talking with students if the trip was not approved by the Board.  Mr. Coy answered questions from Board members.  We can bring additional information back to the Board.  Students need to be enrolled in Level III Spanish for the upcoming year to go on the trip and we can add that to the proposal. 

   Ms. Leopold-Sharp asked if District could enforce the Code of Student Conduct outside of the academic year?

   Mr. Spare replied this is established as an extracurricular activity beyond the school year and the District can enforce the Code of Student Conduct.  It would be best to discuss further in Executive Session.

   The Board will anticipate revised proposal at the July 15 meeting.

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

   The meeting went back to Item VI. B.

5. Memorandums of Understanding – Dr. Orban
   1. The administration recommends the approval of the Memorandum of Understanding between the York Suburban School District and the Spring Garden Township Police Department to take effect July 1, 2013.  This MOU replaces the MOU between the two entities that has been in place from July 2011-13.  The MOU is a required component of the Safe Schools initiative.  [Discussion, Motion and Vote]

      Dr. Orban provided review of above.

      Motion, Clancy, Second, DeHaas; above. 

      Mr. Spare stated some revisions exist in the MOU due to new law changes.

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

      Voice vote, all present, yes.  Motion carried 7-0.

   2. The administration recommends the approval of the Memorandum of Understanding between the York Suburban School District and the Springettsbury Township Police Department to take effect July 1, 2013.  This MOU replaces the MOU between the two entities that has been in place from July 2011-13.  The MOU is a required component of the Safe Schools initiative.  [Discussion, Motion and Vote]

      Dr. Orban reviewed above.

      Motion, Clancy, Second, Shaffer; above.

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

      Voice vote, all present, yes.  Motion carried 7-0.

   3. The administration recommends the approval of the Memorandum of Understanding between the York Suburban School District and York Country Day School to take effect July 1, 2013.  York Suburban School District is required by law to provide Health Services to York Country Day School and the Memorandum of Understanding defines the terms of the service provision agreed upon between the two entities.  [Discussion, Motion and Vote]

      Dr. Orban reviewed above.

      Motion, DeHaas, Second, Shaffer; above.

      Mr. Spare stated this service is required under the School Code.

      Dr. Merkle added the same service that is provded to our students is provided being fiscally responsible.  The District negotiates with each school.

      Dr. Orban stated the administration can  provide estimated cost for this service.

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

      Voice vote, all present, yes.  Motion carried 7-0.

   4. The administration recommends the approval of the Memorandum of Understanding between the York Suburban School District and St. Joseph’s Elementary School to take effect July 1, 2013.  York Suburban School District is required by law to provide Health Services to St. Joseph’s Elementary School and the Memorandum of Understanding defines the terms of the service provision agreed upon between the two entities.  [Discussion, Motion and Vote]

      Dr. Orban reviewed above.

      Motion, DeHaas, Second, Sears; above.

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

      Voice vote, all present yes.  Motion carried 7-0.

6. PSBA Contract for Professional Services – Policy Manual Review – Dr. Orban
   The administration is requesting permission to contract with PSBA for Policy Review Service for a comprehensive review of the existing Policy Manual that includes the new organizational structure of the Employee Sections 300, 400 and 500.  The cost of the service is $4500.  [Discussion, Motion and Roll Call Vote]

   Dr. Oban reviewed above and stated it is anticipated this being a two year process.

   Motion, DeHaas, Second, Shaffer; above.

   A discussion continued and included the following – the District has not previously used this service from PSBA; coordination of this review process with Policy Review Committee will be necessary.

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

   Voice vote, all present, yes.  Motion carried 7-0.

7. The next Planning Committee meeting is combined with the Regular Monthly Meeting on July 15 at 7:30 PM.

   Mr. Kirk reported above.

1. Consent Agenda:  You have before you the Personnel Report which includes retirement, resignation, request for leave of absence, employment, re-appointment of extra-curricular positions at high school and middle school and re-appointment of fall coaches for 2013-14, intramural coach and volunteer coaches for 2013-14 and granting of professional status/tenure.  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.

   Mr. Kirk asked for explanation of leave of absence procedure.

   Dr. Merkle replied an employee submits a Family and Medical Leave Act (FMLA) request form along with a district form with signatures of authentication for leave request and reasons include child rearing, adoption and foster care.

   A discussion continued and points were – discussion in Executive Session for specifics; District policy does state this process and is more of information for the Board than their confirmation; FMLA requests are sometimes not timely; there is not always lead time prior to effective dates depending when information is received; is it necessary to approve retirements?

   Dr. Merkle stated the Board previously directed the administration to not make announcements for retirements but desired a vote.

   Ms. Leopold-Sharp stated the Board may want to revisit this procedure.

   Mr. Spare stated the Board has to officially act on retirements, not confirm.

   Mr. Sears requested for future in items 5-9 to include salaries along with a total.

   Dr. Orban replied the administration can include that information.

   Motion, Shaffer, Second, Kirk; approval of consent agenda items on Personnel Committee report. 

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

   Roll Call Vote, all present, yes.  Motion carried 7-0.

   1. Retirement
      1. Recommend Board approval of the retirement of Sharon Craumer, Custodian at Yorkshire Elementary, effective September 13, 2013.  Ms. Craumer is retiring after having served 9 years with York Suburban School District.
   2. Resignation
      1. Recommend Board approval of the resignation of Christina Collins, KidWriting Aide at Valley View Elementary, effective June 6, 2013.
      2. Recommend Board approval of the resignation of Brandy Mummert, Lunch/Recess Aide at Indian Rock Elementary, effective May 24, 2013.
   3. 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 May 1, 2013.
      2. Recommend Board approval of the request of Robin Lewis, Custodian at the Middle School, for a FMLA leave of absence for up to 60 work days starting May 13, 2013.
   4. Employment
      1. Recommend the appointment of Betsy Bedell as High School Project Harmony Advisor at the salary of $1,213 which represents Step 1 of the Extracurricular Salary Schedule.
      2. Recommend the appointment of Oliver Good as High School Assistant Student Council Advisor at the salary of $885 which represents Step 1 of the Extracurricular Salary Schedule.
      3. Recommend the employment of Cathi Hicks as a long term substitute 3rd grade teacher for Sarah Coppersmith at the Indian Rock Elementary School, starting August 19, 2013, through November 8, 2013, at the daily rate of $105.
      4. The administration recommends the approval of Marilyn Henning as K-5 Technology Resource Person for the 2013-2014 school year at a stipend of $1000.
      5. Recommend the appointment of Tasha Koontz as Middle School Show Choir Director at the salary of $1,286 which represents Step 1 of the Extracurricular Salary Schedule.
      6. Recommend the appointment of Molly McAuliffe as Middle School Musical Choreographer at the salary of $716 which represents Step 1 of the Extracurricular Salary Schedule.
      7. Recommend the appointment of Molly McAuliffe as Middle School Assistant Student Council Advisor at the salary of $766 which represents Step 1 of the Extracurricular Salary Schedule.
      8. Recommend the reappointment of Mark O’Reilly as Assistant Athletic Director at the salary of $32,970, effective for the 2013-2014 school year.
      9. Recommend the employment of Theresa Witkowski as a Substitute Secretary/Kidwriting Aide/Intervention Aide, effective for the 2013-2014 school year.
   5. Re-Appointment of Extra-Curricular Positions for 2013-2014 – High School
      

      Matthew Husler	Band Director
      Ashley Markey	Assistant Band Director
      Brett Spahr	Band Front Director
      T W Drumm	Percussion Director
      Matthew Husler	Jazz Band Director
      Ashley Thrush	Orchestra Director
      T W Drumm	Indoor Percussion Director
      Hannah Stayer	Show Choir Director
      Blythe Hart	Drama Production Director
      Ray Olewiler	Drama Set Construction
      Myrna Schaszberger	Musical Director
      Debra Fauth	Musical Assistant Director
      Steven Thomas Smith	Musical Set Design & Construction
      John Stiles	Musical Sound & Lighting
      Ashley Thrush	Pit Orchestra/Choral Director
      Michelle Vranich	Musical Choreographer
      Jane Young	Musical Ticket Coordinator
      Susan Wolschleger	Musical Accompanist
      Betsy Bedell	Newspaper Advisor
      Marcella Oathout	Yearbook Advisor
      Stephen Whiteley	Student Council Advisor
      Joseph Toren	TV Studio Advisor
      Joan Hammond	11th Grade Advisor
      Joan Hammond	12th Grade Advisor
      Neil Gutekunst/Jennifer Martin*	Best Buddies Advisor
      Leigh Foy	Green Club Advisor
      Tom Lubaszewski	Ski Club Advisor
      Erica Silva-Furjanic	National Art Honor Society Advisor
      Sallie Spanswick	National Honor Society Advisor
      Marcella Oathout	National English Honor Society Advisor
      Lindell Gladfelter	French Honor Society Advisor
      Kathy Falatovich	German Honor Society Advisor
      Heather Kinneman	Spanish Honor Society Advisor
      Jolene Kingston	SADD Advisor
      *Shared position – ½ pay

   6. Re-Appointment of Extra-Curricular Positions for 2013-2014 – Middle School
      

      James Biddle	Band Director
      James Biddle	Stage Band Director
      Ashley Thrush	Orchestra Director
      Melissa Martin	Musical Director
      Tasha Koontz	Musical Music Director
      William Boll	Musical Technical Director
      Eric Hoffman	Newspaper Advisor
      Jamie Evans	Yearbook Advisor
      Peggy Zirkle	Student Council Advisor
      James McFadden	Science Fair Coordinator

   7. Re-Appointment of Fall Coaches for 2013-2014
      

      Leslee Yoder	Head Cheerleading
      Janell Sitler	MS Cheerleading
      Ronald Herman	Head Boys Cross Country
      Daniel VanHouwe	Head Girls Cross Country
      John Enders	Head MS Cross Country
      Craig Zortman	1st Assistant Football
      Chad Garner	Assistant Football
      Michael Smith	Assistant Football
      Scott Luckenbaugh	Head JH Football
      Kent Gable	Head Golf
      Anthony Kowalewski	Head Boys Soccer
      Scott Payne	Assistant Boys Soccer
      John Fornadel	JV Boys Soccer
      Thomas Shugars	Head Girls Soccer
      Justin Daniluck	JV Girls Soccer
      Rebecca Toman	Head Girls Tennis
      Sonia Guyer	Head Girls Volleyball
      Amanda Shouck	Assistant Girls Volleyball

   8. Intramural Coach for Fall 2013-14
      

      Craig Deardorff

      Assistant 9th Grade Football

   9. Volunteer Coaches for Fall 2013-14
      

      Jeffrey Pflaum	Football
      Ryan Simpson	Football
      Scott Toman	Football and Girls Tennis
      Alexis Snell	Cheerleading
      Patricia Selegrath	Cheerleading
      Mark Guyer	Girls Volleyball
      Jamie Evans	Girls Volleyball
      Oliver Good	Girls Volleyball
      Justin Krebs	Cross Country
      Judy Stewart	Cross Country
      Lynn VanHouwe	Cross Country
      Dianna Sauder	Cross Country
      Michael Jackson	Cross Country
      Jennifer Clancy	Girls Tennis

   10. Granting of Professional Status/Tenure.  Recommend awarding of professional status/tenure to the following temporary professional employees who have completed six consecutive semesters of employment in the York Suburban School District and “during the last four months of the third year have performed satisfactorily [Section 1108 of the Public School Code of 1949 as amended by Act 16 of 1996].”  This professional status should be effective June 17, 2013.

       Sarah Lawrence
       Ashley Markey
       Athena McNulty
       Alexis Morrow

1. Food Service Management Company Report
   1. Whitsons Culinary Group 2013-14 Contract Renewal
      The administration recommends the renewal of the contract for Whitsons Culinary Group as the Food Service Management Company for the 2013-14 fiscal year.  [Discussion, Motion and Roll Call Vote]

      Ms. Mason reviewed above.

      Motion, Shaffer, Second, Miller; above.

      A discussion continued about last year’s outstanding issue with regard to commodities and it was decided the administration will provide additional information. 

      Mr. Spare stated the voting on the 2013-14 renewal contract must take place this evening due to the deadline of July 1 with the state.

      Roll Call Vote, Sears, no, all others, yes.  Motion carried 6-1.

   2. Whitsons Monthly Dining Review
      
       Ms. Mason reviewed above.
   3. Sales Activity Report (May and June)
      
      Ms. Mason reviewed above.
   4. School Nutrition Survey

      Ms. Mason reviewed above.

      Mrs. Shaffer asked if any changes will be made following review of this information.

      Dr. Orban replied information will be requested from Whitsons and provided to the Board.

1. The next Academic Standards and Curriculum Committee meeting is scheduled on August 28 at 3:45 PM. 

   Mrs. Clancy reported the committee meeting scheduled this moning was not held due to committee members out of town.  We are in dialogue to try and schedule a July meeting.

1. The Activities Report is provided.

   Ms. Leopold-Sharp reported above.

2. The minutes for May 6 are provided.

   Ms.  Leopold-Sharp reported above.

3. The next Communications Committee meeting is scheduled August 5 at 6:30 PM.

   Ms. Leopold-Sharp reported above.

1. The next Facilities Committee meeting is scheduled July 8 at 5:30 PM. 

   Mr. DeHaas reported at the July 8 committee meeting a presentation on facilities by Murray & Dittenhafer will take place.  Mr. Girling and Ms. Mason will review five year capital assets before it is presented to the board.  A summer project review was provided.

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

1. The minutes for May 1 are provided.

   Mr. Miller reported above.

2. The next Finance Committee meeting is scheduled on July 10 at 5:00 PM.  

   Mr. Miller reported above.

1. The next Policy Review Committee meeting is scheduled August 27 at 3:45 PM.

   Mr. Sears reported above.

No report.

1. The YCST Joint Operating Committee Mini-Board Report of May 31 are provided. 

   Dr. Orban reported above.

2. YCST 2012-13 National Occupational Competency Testing Institute Achievement Summary

   Dr. Orban reported above and added the administration has done great work at YCST.

No report.

1. “…by Dawn’s Early Light” outlining the highlights of the June 4 LIU Board Meeting is provided. 

   Mr. Sears reported that he attended graduation at the LIU and 21 students graduated.  More than half of the students already have jobs.  He attended a recognition dinner for retirees and a bus driver was retiring after providing a continuous 40 years of service.  Highlights of above were provided.

Mrs. Clancy reported a memo from Stan Saylor was received with an update on House Bill 1437 and asked Board members to let her know if they did not receive the memo.

There were no visitors at this time.

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

Meeting adjourned at 9:55 PM.

THERE WILL BE AN EXECUTIVE SESSION IMMIDATELY FOLLOWING THE MEETING.

An Executive Session was held.