Minutes 2014-09-08

YORK SUBURBAN SCHOOL BOARD
SPECIAL MEETING FOLLOWED BY PLANNING COMMITTEE MEETING
SEPTEMBER 8, 2014 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

M I N U T E S
(Approved on September 22, 2014)

General Business

Call to Order – Mr. Miller
1. Pledge of Allegiance to the Flag
  Mr. Miller called the meeting to order with the Pledge of Allegiance to the Flag.
2. Roll Call
  Members Present – Emily Bates, Jennifer Clancy, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, John Posenau, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Jessica Renjilian (Student Representative)
  
  Members Not Present -None
Superintendent’s Report
1. Request for Easement. The administration recommends, upon final review by the solicitor, Board approval of the Easement Agreement as requested by the Jewish Community Center to address the storm drain pipes that cross Hollywood Drive with two outlet ends on the property of the York Suburban School District. [Motion; Discussion; Public Comment; Roll Call Vote]
  Dr. Merkle apprised the Board of a situation that came to the District from the JCC at the end of last week. The JCC is embarking on a significant expansion project and brought an easement request to the District. This easement request is about two outlets that empty storm water drains from the JCC to the District’s field on Hollywood Drive. At a recent Facilities Committee meeting, this very topic was discussed as a concern by the District. The administration agreed to meet with the JCC on Friday at the site to review and discuss this request. Based on the recommendation of the engineers, an amendment to the above motion will be presented. Dr. Merkle introduced the representatives from the JCC to share additional information.
  
  Tedd Sult, Facilities Director for JCC, and Joe Eberly, TRG, provided a proposal packet and additional information was shared. A discussion continued and points of the discussion included the responsibility for project, traffic plans during project and engineering specifics for project.
  
  Motion, Leopold-Sharp, Second, Shaffer; Approval of the Easement Agreement pending agreement amongst the engineers representing the York Suburban School District, the Jewish Community Center and the Spring Garden Township regarding the design of the connection detail of the south outlet. Roll Call Vote, all present, yes. Motion carried 9-0.
Student Representative Report – Jessica Renjilian
Mr. Miller announced the student representative’s report will be given at this time to allow Jessica to attend band practice.

Miss Renjilian gave an athletic team update and reported student clubs are getting started and the band’s first competition is on Saturday. With students starting school along with the homework and tests, it can be a bit overwhelming along with a virus going around and students needing to make-up work upon their return. Recently the CP and General junior class students went on field trip to Franklin and Marshall College and students did enjoy experiencing what a college looks like. There are a lot of new students at the high school and students in study halls are leading tours of the building for the new students.

Mr. Miller excused Jessica to allow her to attend band practice.
Comments and/or Questions from the Public
An opportunity was provided for public comment. There was none at this time.
Adjournment
Mr. Miller adjourned the meeting at 7:49 PM.

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
IMMEDIATELY FOLLOWING THE SPECIAL MEETING

A G E N D A

General Business – Mr. Miller

Call to Order

Mr. Miller called the meeting to order at 7:49 PM.
Board President’s Report – Mr. Miller
Executive Session. The Board met in Executive Session on August 18, 2014 following the Regular Monthly Meeting for the purpose of discussing personnel and/or legal issues and on September 4, 2014 for an Education Workshop.

Mr. Miller reported above.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – All-Sports Boosters – Carol Kauffman, will provide a brief report on the work of this organization
  Dr. Merkle introduced Carol Kauffman, President of the All-Sports Boosters, as she represents part of the change in leadership this year.
  
  Mrs. Kauffman introduced/announced the other officers of the All-Sports Boosters – Rebecca Firestone (Vice-President), Michelle Schultz (Treasurer) and Rebecca Countess (Secretary). We have approximately 25 representatives for each of the teams and 11 committees. All-Sports Boosters is a team that supports the teams and our mission is to promote school spirit, provide financial support for student athletes and coaches through fundraising, booster supported tournaments and team events. One team is not more important than another. We are all dedicated to the mission as we start a new school year with a new set of officers. We plan to pay our bills on time, something that was not always a priority previously. Our new Tax ID # is now available. The process for non-exempt tax status continues. A brand new line of spirit wear is available and everything is limited edition. We plan to sell out and move on to other items. Money offsets cost of equipment for teams. All monies in our membership drive goes to scholarships. Last year, the All-Sports Boosters gave eight $500 scholarships. Student athlete parents are very supportive. The bylaws are being reviewed and will be available in October.
  
  A discussion continued and points of the discussion were – an overwhelming thank you was extended to Mrs. Kauffman for her report, vision and leadership; Mrs. Kauffman will provide the annual budget of All-Sports Boosters to the Board; the tax exempt process costs approximately $2,000; previously the donations were run through the District; membership forms are available on the website; the deadline for ordering individual and team yard signs will be extended with approximately a two week turn around time; the concession stand recently needed some repairs which means profits will be minimal this year, the band boosters and all-sports boosters each have eight parents working at the concession stand for events.
  
  Mr. Miller concluded the discussion thanking Mrs. Kauffman and her officers for attending and sharing this evening.
2. Comprehensive Planning – Dr. Maloney
  Dr. Maloney reviewed above information and reported committee membership will be updated.
  
  A discussion continued and points of the discussion included – PDE reviews the reports and informs the District if something is missing but there is no qualitative assessment; the District does an annual review of the goals and monitors them ourselves.
  
  Dr. Merkle concluded the discussion thanking Dr. Maloney for her leadership with this process. The District’s Comprehensive Plan ties in very closely with the annual District goals and is monitored very closely.
3. Borrowing Discussion
  1. Debt Profile and Financing Review
  2. Capital Budget Plan
  3. Roofing Report
  4. Bid Timeline
    Dr. Merkle reviewed above information and announced the Board has this information to be prepared for a vote on a borrowing plan at the September 22 meeting.
    
    A discussion took place and points of the discussion were – some of the projects will be able to be done during the school year rather than waiting until school is not in session; the Roofing Report was last revised in August 2013; as information is shifted on the Capital Plan Report, the Board requests a recap summary for revisions; when a school district borrows funds for a Plancon project, 90% must be spent in a certain amount of time, these projects are mainly maintenance and Plancon would not be utilized; the Debt Profile and Financing Review was revised in August; there are some advantages for bank qualified; comfort with the $9.9 million financing range was expressed; Plancon receipts that are due to the District are estimated at $600,000.
    
    Mr. Miller reported that the facilities in the District are aging and in need of repair and we have to pay to repair them. While we don’t like to increase spending we need to maintian the facilities. Classrooms are important and roofing and plumbing must be maintained accordingly. Suggest the $9.9 million financing.
    
    Fellow Board members were in support of this recommendation.
    
    A discussion continued and points of the discussion included a request to the administration to obtain rom Mr. Phillips various scenarios where all the mills would not appear in the first year and have that information available along with various types of projects for the action and motion on the borrowing at the September 22 meeting along with a press release to provide factual information to taxpayers; request to administration to include a column on the Capital Plan Report for the useful life of a project that is being financed.
    
    Dr. Merkle thanked the Board for their support and noted that some work on facilities has been deferred in years past and it is now time to tackle these projects and this will allow the necessary work to take place.
Business Office Report – Ms. Mason
1. Discussion Items
  1. Borrowing Timeline
    Ms. Mason reviewed above information.
  2. 2015-16 Budget Timeline
    Ms. Mason reviewed above information and reported the index was not published yet but it will probably be a flat 2%.
Student Board Representative Report – Jessica Renjilian
Report was given earlier in the meeting.
Old Business – Ms. Leopold Sharp
1. No Old Business
Committee Reports – Mr. Miller
1. Academic Standards & Curriculum Committee – Mrs. Clancy
  1. The minutes of August 25 are provided.
    Mrs. Clancy reported above information.
  2. Class Size Report – Dr. Maloney
    Dr. Maloney asked Dr. Ellis and Dr. Krauser to present this information.
    1. High School Under-enrolled Classes – Dr. Ellis
    2. High School Teacher Caseload – Dr. Ellis
    3. Class Size Information – Dr. Ellis
      1. High School Class Size by Section
      2. High School Class Size Summary by Course Number
        Dr. Ellis reviewed above information and answered questions by the Board.
    4. Middle School Class Size Information – Dr. Krauser
      Dr. Merkle reported that the middle school report is different due to sectioning.
      
      Dr. Krauser provided a class size summary at the middle school. There are larger numbers in some sections as a result of a bubble at the middle school as well as new students. The administration is in the process of hiring classroom assistants with an outreach to York College. We have communicated with parents about the content support specialists that will support teachers in certain areas with sections above 30. Dr. Krauser answered several questions from Board members.
      
      Dr. Merkle reported that the interviews are scheduled later this week for the classroom assistants.
2. Personnel Committee – Ms. Shaffer
  The minutes of September 4 are provided.
  
  Ms. Shaffer reported above.
3. Policy Review Committee – Ms. Bates
  1. The minutes of August 19 and September 2 are provided.
    Ms. Bates reported above. The committee has moved to a digital review of policies, thanks to Dr. Merkle for her assistance with this process. There is a correction to No. 202, bottom of page 1, the last sentence should read students will not be accepted on a tuition basis.
  2. Policy Revisions. The Policy Review Committee reviewed the following policies and will recommend Board approval at the meeting on September 22:
    1. No. 200 – Enrollment of Students
    2. No. 201 – Admission of Beginners
    3. No. 202 – Eligibility of Nonresident Students
      After discussion, it was decided to add a sentence about extenuating circumstances and a request for an extension of the 30 day period.
    4. No. 203 – Immunizations and Communicable Diseases
    5. No. 203.1 – HIV Infection
      A discussion took place, no change on policy was requested.
    6. No. 204 – Attendance
      After discussion, it was decided to adjust the last sentence on page 2, under 8. about unusual circumstances.
      
      A discussion took place about the new practice imposing restrictions on activities participation, walking in commencement, etc. that was announced at Back-to-School night at the high school. Dr. Merkle reported this practice started this year and information was diseminated in the back to school packet and the tardy and unexcused absence letter does state the information as well. The high school did count how many students would have been affected last year before this practice was implemented and it was a small number. Attendance rate is an important part of student success. A suggestion was made for a report to the Board on this new practice.
    7. No. 205 – Postgraduate Students
    8. No. 206 – Assignment Within District
    9. Delete No. 207 – Exceptional Children – Due Process
    10. No. 207 – Confidential Communications of Students
      A discussion took place and no changes were requested on policy draft.
    11. No. 208 – Withdrawal From School
    12. No. 209 – Health Examinations/Screenings
    13. No. 209.1 – Food Allergy Management
      A discussion took place no changes were requested on policy draft.
    14. No. 210 – Medications
    15. No. 210 Attachment
      A discussion took place and it was decided to revise 4. to include efforts being made to contact parents before medicine is discarded.
    16. No. 210.1 – Possession/Use of Asthma Inhalers/Epinephrine Auto-Injectors
      Ms. Bates reported these revisions will be made on the policies and action will be taken at the September 22 meeting.
4. Additional Committee Reports/Announcements
  1. Important Dates for Board Education Sessions
    1. September 4 – 7:00 PM – Education Center
    2. September 9 – 7:00 PM – Valley View Elementary School
      Mr. Miller reported above.
  2. Committee Meeting Schedule
    Mr. Miller reported above.
    
    Ms. Leopold-Sharp announced the Finance Committee meeting has been canceled this week.
Lincoln Intermediate Unit – Mr. Sears
The “…by Dawn’s Early Light”, highlights of the LIU Board Meeting of September 2, is provided.

Mr. Sears announced a state-wide video conference will be held at the LIU on Sept. 30, 7 to 8:45 pm, to learn facts about school funding and basic education funding. I do plan to attend.

Dr. Merkle announced that she will send out flyer to Board about this opportunity.

Mr. Sears reported the Lincoln Benefit Trust has just put together an Affordable Care Act – Bronze Plan with a $5,000 deductible and we may want to look into that. Dr. Bettie Bertram received a thank you letter from the mother of a teenager that has cerebral palsy and has been unable to communicate all the student’s life and with a team of educators and the use of technology, the student was able to communicate basic needs for the first time. I would encourage all to attend a LIU Graduation as we are all responsible for that as taxpayers and it is life altering.
PSBA-Legislative Policy Liaison – Mr. Sears
Board members are encouraged to prepare themselves to vote for PSBA officers by visiting the following website: www.psba.org/elections/index.asp

Mr. Sears highlighted the above and noted that a vote will take place on September 22.
York County School of Technology – Mrs. Schroeder
The Joint Operating Committee’s Mini Board Report of August 28 is provided.

Mrs. Schroeder provided a report on students that graduated in June. Current enrollment is full at 1701 full-time students. Twice as many applicants were received for the slots available. There is a real interest in the community for YCST.
Comments and/or Questions from the Public
Mr. Miller announced there was no public available at this time.
Adjournment
Meeting was adjourned at 9:35 PM.

AN EXECUTIVE SESSION WILL BE HELD IMMEDIATELY FOLLOWING THE MEETING.

An Executive Session was held immediately following the meeting.

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