Minutes 2015-04-06

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
APRIL 6, 2015 – 7:00 PM
RONALD H. PROVARD EDUCATION CENTER

An Executive Session was held at 6:30 PM.

M I N U T E S
(approved on April 13, 2015)

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)
Board President’s Report – Mr. Miller
1. Executive Session. The Board met in Executive Session following the regular monthly meeting on March 16, 2015 and prior to this evening’s meeting for the purpose of discussing personnel and/or legal issues.
  Mr. Miller reported above.
2. 2015-16 Calendar – Board Meeting Schedule Discussion
  Mr. Miller asked Dr. Merkle to highlight above information.
  
  Dr. Merkle reported Board meetings have been selected for July through December 2015. The January through July dates in 2016 will need selected. The administration’s recommendation is noted on above calendar.
  
  A discussion continued and points were – a Planning Committee meeting is scheduled September 14 which is Rosh Hashanah holiday and reconsideration is suggested, several options were discussed.
  
  Mr. Miller concluded the discussion stating the August and September 2015 Board meetings will be August 3 as a Planning Committee Meeting, August 17 as a Regular Monthly Meeting, August 31 as a Planning Committee Meeting and September 21 as a Regular Monthly Meeting and the January through July dates as recommended by the Administration are okay to be scheduled.
3. York Suburban Educational Support Personnel Association Negotiations. A committee of the Board and the administration met with YSESPA representatives on March 17 and April 1 for the purpose of contract negotiations.
  Mr. Miller reported above.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – YS Education Foundation. Sarah Reinecker, YSEF President, and Mac Brillhart, YSEF Vice President, will provide a brief report on the work of this organization.
  Dr. Merkle introduced Sarah Reinecker and Mac Brillhart.
  
  Mrs. Reinecker thanked the Board for their interest in learning more about the YSEF. Mac Brillhart was in attendace this evening. YSEF started with a one year feasibility planning prior to 2009 when the first round of grants were issued. The mission statement of YSEF was read and four words to focus on were innovative, enhanced and academic excellence. The organization’s people are all volunteers and one contracted professional that does various administrative tasks for 10-12 hours per month. The YSEF Board is comprised of 20 members and there are 30 non-Board members that are community volunteers. There are eight Board members that are YS alumni and the remainder are community members (past YS parents) and current parents. YSEF raises money and gives it away. Various funding streams were explained. $171,000 has been given back to District since 2009. The YSEF Board is currently engaged in a strategic thinking process researching ways to give back to the District in the future to impact students as the School District is changing. A part of the strategic thinking process is looking at other foundations for funding when needs arise in the District. The spring Annual Event is scheduled on April 18 and everyone is invited to attend. The YSEF website, www.ysef.org, has additional information about YSEF’s grants, events and more.
  
  Dr. Merkle thanked YSEF for their strong work with the District. As a result of a grant declination, Dr. Fuhrman, High School Assistant Principal, is developing a student foundation, working with YSEF collaboratively, with the same giving back mentality.
2. District Goal Update. Mrs. Gross will provide a report on the status of the partnerships that the District has been building.
  Millersville University
  York College
  Other
  
  Mrs. Gross shared ways we have developed partnerships in the community and highlighted above information.
  
  A discussion continued and points were – our graduate students still do come back to talk with students at the high school; after the school supplies are donated by students at York College, the elementary principals will review and make contact with families about supplies that are available; the opportunities starting with the sophomore college students along with the York College internships is the direction the District would like to proceed.
  
  Dr. Merkle thanked Mrs. Gross for all her work on these partnerships at no cost to the District.
3. Early Learning Initiative. The Administration is recommending the addition of a preschool program for implementation in the fall of 2015 through the partnership with Hildebrandt Learning Centers. This is a proposed revision to the timetable previously discussed with the Board. The York Suburban Administration and Hilebrandt officials agree that we are fully prepared for fall 2015 implementation of preschool and it will provide more immediate service to district residents and staff.
  Dr. Merkle reported above and added that the Administration would like to roll out this information at kindergarten registration in two weeks. A meeting was held recently with Hildebrandt personnel, YS administration and the following Board members attended too – Emily Bates, Early Learning Initiative Committee member, Mr. Miller, Board President, Mrs. Freireich, Facilities Committee Chair, and Mr. Posenau, Finance Committee Chair.
  
  A discussion continued and points were – Administration has absolute confidence with Hildebrandt for the implementation of preschool in fall of 2015, Hildebrant is very capable and experienced in this type of program and ready to meet the needs of families; Administration met with local preschool director multiple times and the understanding is this will help our community and families and intention is not to harm relationship; the urgency of this decision is for information to be available for parents at kindergarten registration; registration would be first come, first served and the roll-out plan is to share information with YS staff, followed by announcement at kindergarten registration and then beyond the YS community; plans do not include additional classrooms than originally planned; some decisions would need to be made for age appropriate playground equipment; the District does not want to target only families with financial need; this opportunity will grow use of our facilities that was discussed in March 2014; there is a cap for pre-kindergarten and anticipation is one classroom at Valley View and one classroom at Yorkshire; Administration will get the cost of the program to Board members; the Administration is seeing children coming with less kindergarten readiness; scholarships will need to be developed for a future time and will not be available in August 2015; offering this program to our teachers is a way to support them and make their lives more manageable, the Administration does not anticipate these numbers to be significant; Hildebrandt’s responses to several questions that were raised at recent meeting were this is what we do, this timeline does not seem new, fast and quick to Hildebrandt; Hildebrandt does provide childcare in other districts, colleges and at the Commonwealth facilities; changing demographics is not the focus of preschool, this is a major initiative to help families; Hildebrandt does the identification of families that may be available for state or federal based grant assistance through a formal application process.
  
  Mr. Miller concluded the discussion stating the Board will vote on this subject at next week’s meeting.
  
  Dr. Merkle asked Board members to share any remaining questions or requests for information prior to next week’s meeting.
  
  An opportunity was provided for public comment? There was none at this time.
Business Office Report – Ms. Mason
1. Items being recommended for approval on April 13
  1. Contract for Hildebrandt Learning Centers, LLC for Before and After School Child Care and Half Day Kindergarten Enrichment and Preschool Programs
    Ms. Mason reported above.
  2. Contracts for the High School Secure Visitor Entrance and Office Renovations
    Ms. Mason highlighted above.
  3. Advertising and Solicitation of Bids for Valley View Dry Sprinkler System
    Ms. Mason reported above.
    
    A discussion continued and points were – this has been an ongoing problem and once information is known about several issues, we do plan to review with parties involved; the estimated cost is $250,000 for this item.
  4. Student Activity Account – Gay-Straight Alliance
    Ms. Mason reported above and added this student activity was approved and now student activity account is being requested.
  5. 2015-16 Proposed Final Budget Resolution
    Ms. Mason reviewed above and answered several questions from Board members.
    
    Dr. Merkle extended kudos to Ms. Mason for all her work in this process to balance the budget.
    
    An opportunity was provided for public comment. There was none at this time.
2. Informational Items
  1. East York PTO – Donation in the amount of $175.60 for the bus for Grade 5 Holiday Concert
    Ms. Mason reported above.
  2. Indian Rock PTO – Donation in the amount of $955, Gettysburg National Park reservations for Indian Rock students for $592 and Grow to Know for $463
    Ms. Mason reported above.
  3. Trojan Soccer Club – Donation in the amount of $500 toward the upkeep of the field
    Ms. Mason reported above.
  4. PlanCon Part K: Project Refinancing. A letter from the PA Department of Education dated March 27, 2015 was received approving our submission of PlanCon Part K to refinance a portion of the General Obligation Bonds, Series 2010A and 2010B. As instructed in the letter, this document and attachments are to be entered into the minutes.
    Ms. Mason reported above.
    
    A discussion took place and points were – suggestion to have the PTOs included in monthly presentations to the Board that are taking place by District affiliated organizations; PTOs are becoming more of a partner with the District.
    
    Mr. Miller concluded the discussion that this suggestion will be taken into consideration.
Student Board Representative Report – Jessica Renjilian
Miss Renjilian reported students are concluding their four day weekend and starting the fourth marking period. Last week, Spanish students went to Washington DC and visited museums and practiced speaking Spanish on their visit. The Student Council election process has begun. The seniors have decided to purchase park tables for courtyards at the high school. Many students are experiencing the viruses and allergies going around as spring is starting.
Committee Reports – Mr. Miller
1. Academic Standards & Curriculum Committee – Mrs. Clancy
  The committee endorses the following administrative recommendation:
  
  Revision to 2015-16 Calendar – Request for early dismissal for high students with the addition of the Midterm and Final Exams
  
  Mrs. Clancy reported above and added that voting will take place at next week’s meeting.
  
  A discussion took place and points were – the Administration stated the high school mid-year exams are moving to December, prior to the winter break, this was a suggestion that both teachers and students favored.
2. Communications Committee – Mrs. Schroeder
  The minutes of January 12 are provided.
  
  Mrs. Schroeder reported above and reported at today’s meeting Dr. Merkle announced she is looking forward to Let’s Talk YS! on April 14 and 16. Invitations have gone out and hopefully parents and key communicators will be in attendance to talk about YS.
3. Facilities Committee – Mrs. Freireich
  The minutes of February 18 are provided.
  
  Mrs. Freireich reported above.
4. Finance Committee – Mr. Posenau
  The minutes of February 25 are provided.
  
  Mr. Posenau reported above.
5. Policy Review Committee – Ms. Bates.
  1. The minutes of February 24 are provided.
    Ms. Bates reported above.
  2. Policy Revisions. The Policy Review Committee reviewed the following policies and will recommend Board approval at the meeting on April 13:
    Ms. Bates reported above and reviewed each policy with discussion notes below.
    
    Dr. Merkle thanked Mr. Sears and Ms. Leopold-Sharp for their questions prior to the meeting and response was given.
    1. 609 – Investment of District Funds
    2. 701 – Facilities Planning
    3. 800 – Records Management
    4. 801 – Public Records
      A discussion took place and points were – uncomfortable with language on bottom of page 4 and top of page 5 about not denying a request formally; Administration stated this is not a practice, if the District fails to respond by error the requester can appeal the denial; Administration’s practice is to respond whether it is denied or not; agreement with policy as stated; it was decided no change necessary.
    5. 802 – School Organization
    6. 803 – School Calendar
    7. 804 – School Day
    8. 805 – Emergency Preparedness
    9. 805.1 – Relations with Law Enforcement Agencies
    10. 807 – Opening Exercises/Flag Displays
      A discussion took place and points were – consistency with students that decide to opt out; this has not been a notable concern, opting out sometimes occurs when a student is cramming for work due in five minutes; it was decided no change necessary.
    11. 808 – Food Services
    12. Delete 808.1 – Free or Reduced Cost Lunches
    13. 810 – Transportation
      A discussion took place and it was decided to add the phrase, “and non-cyber charter schools,” to the first sentence of last paragraph on page 1.
    14. 810.1 – Drug/Alcohol Testing – Covered Drivers
    15. 811 – Bonding
    16. 812 – Property Insurance
      A discussion took place and it was decided to add the phrase, “whichever is higher, unless there is a compelling reason to insure for a lower value.” to the second sentence of the second paragraph.
    17. 813 – Other Insurance
    18. 814 – Copyright Material
    19. 818 – Contracted Services
    20. 822 – Automated External Defibrillator (AED)/Cardiopulmonary Resuscitation (CPR)
    21. 828 – Fraud
    22. 830 – Breach of Computerized Personal Information
6. Additional Committee Reports/Announcements
  Committee Meeting Schedule
  
  Mr. Miller reported above.
  
  Mrs. Shaffer reported that she attended the National School Boards Association conference and debriefed with Dr. Merkle sharing information from workshops that she attended. Additional information will be available at upcoming Personnel Committee meeting. Possibly in the future, dollars will be available in the budget for Board members to attend this conference as it is good and valuable information is available at workshops along with networking opportunities.
Legislative Policy – Mr. Sears

Resolution Urging the General Assembly to Establish a New Funding Formula for Basic Education

Mr. Sears suggested blanks be completed, change the year and voted on at next week’s meeting.
Resolution Calling for Reform of Funding for Cyber Charter Schools

Mr. Sears suggested specific information be added to modify the table with teacher equivalents. No traction was evident with this suggestion. The resolution will be prepared and voted on at next week’s meeting.
Resolution Urging Legislative Action on School Employee Pension Reform

Mr. Sears suggested we move forward with this resolution as it is very important.

A discussion took place and Mr. Miller concluded the discussion stating the blanks will be completed and voted on at next week’s meeting.
Lincoln Intermediate Unit – Mr. Sears
The “…by Dawn’s Early Light” of March 17, highlights of the LIU Board meeting, is provided.

Mr. Sears reported above and elaborated on an item that the LIU is a governmental agency, and stated this is a way to lower the Unit cost to share services.
York Adams Academy – Mrs. Freireich
No report
York County School of Technology – Mrs. Schroeder
The Mini-Board Report of the Joint Operating Committee meeting of March 26 is provided.

Mrs. Schroeder reported above and encourage everyone to read information.
Comments and/or Questions from the Public
An opportunity was provided for public comment.

Jonathan Stayer, 644 Wheatlyn Drive – There may be a typographical error on policy 800 with a dash and comma.

A reply was given, thanking Mr. Stayer for his review of policy and that this was editing to remove a comma in the text.
Adjournment
The meeting was adjourned at 8:42 PM.

There will be an opportunity for public comment at the end of each report.

There will be an Executive Session immediately following the meeting.

An Executive Session was held.

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