Minutes 2015-05-04

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
MAY 4, 2015 – 7:00 PM
RONALD H. PROVARD EDUCATION CENTER

M I N U T E S
(approved May 18, 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, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, John Posenau, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Jessica Renjilian (Student Representative)
  
  Member not present – Jennifer Clancy
Board President’s Report – Mr. Miller
1. Executive Session. The Board met in Executive Session following the regular monthly meeting on April 13, 2015 for the purpose of discussing personnel and/or legal issues.
  Mr. Miller reported above.
2. Draft Committee Meeting Schedule – July through December 2015
  Mr. Miller reported above and asked committee chairs to let the Administration know if any changes are requested before voting takes place on May 18.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – YS Dollars for Scholars. Stephanie Sullivan will provide a brief report on the work of this organization.
  Dr. Merkle introduced Stephanie Sullivan.
  
  Mrs. Sullivan reported another $23,500 in scholarships that will be awarded that include renewable and new scholarships. Total assets for DFS is $450,000 and the majority of this amount sits at York County Community Foundation. More awards are available because of this affiliation. Many local DFS organizations have chosen to deaffiliate with the National DFS. The on-line access has increased the numbers of applications we receive. Since September, $8500 in donations has been received. To date, we have awarded $334,500. 85 of the 110 scholarships are renewable, which equates to a 77% renewable rate. The officers for next year have been decided. I will be the President, Karen Evans will be Vice-President, Abby Drew, Treasurer and Vicki Fryor, Secretary. The Class of 1962 has provided $25,000 and a named scholarship will be given each year and that will bring the total to 11 scholarships to be awarded each year. The first year that DFS scholarships were awarded was 1998.
  
  Dr. Merkle thanked Mrs. Sullivan for sharing this evening, thanked all the DFS volunteers for their service and added that DFS provides a service to the community.
2. Recommendation for Revision to Receptionist Position. The Education Center receptionist is retiring June 30. The administration is recommending a transition of this position to an Administrative Assistant for Communication. This new position will include the reception duties as well as coordinating District communication on the website, social media, press releases and general communication.
  Dr. Merkle reported above. This would be a creative way to fill this position. We would like to move forward for action at the May 18 meeting.
  
  A discussion continued and points were – the impact on the budget would be minimal cost savings or flat; this position was advertised as an anticipated position and six very diverse applications were received in the first week.
  
  Dr. Merkle asked Board members to let her know if additional information was requested prior to the vote on May 18.
3. Recommendation for Revision to Network Administrator Position. The Network Administrator is retiring on September 30, 2015. The administration will be recommending to the Board a reallocation of the funds for this position on a one-year trial basis to include the following: $20K allotted for contracted services, 1/2 long-term substitute teacher to provide time for current teacher to work as a K-12 technology coach, and provide a stipend for teacher to develop on-line modules for Professional Development. The administration will evaluate the feasibility of this as a long-term solution over the course of the school year.
  Dr. Merkle reported above.
  
  A discussion continued and points were – the long-term substitute position would be for one-half day for the whole year; and the Administration would look to maintain the network with a contracted service of $20,000 and evaluate the technology coach position.
  
  Dr. Merkle asked Board members to let her know if additional information was requested prior to the vote on May 18.
4. Recommendation to add an Aide Position in lieu of Lincoln Intermediate Unit Contract. The administration will be recommending the elimination of one aide position from the LIU contract and the addition of one aide position employed by the District. There will be an approximate cost savings of $7,000 -$12,000 depending upon health benefits of the individual hired.
  Dr. Merkle reported above. Dr. Merkle asked Board members to let her know if additional information was requested prior to the vote on May 18.
5. Present Proposed District Goals for 2015-16. Attached are the proposed 2015-16 District Goals for Board review and comment. The administration will seek Board approval of the District Goals.
  Dr. Merkle reported above. The goals are broad. The Administration will develop actions steps that includes the person responsible and will plan to report out periodically to the Board.
  
  A discussion continued and points were – Administrators’ goals will be developed using these District goals, followed by action steps; Administration will have action steps for appropriate next step implementation for new initiatives that were begun this year.
  
  An opportunity was provided for public comment. There was none at this time.
6. Healthcare Committee
  Dr. Merkle reported a Healthcare Committee, comprised of two Board representatives and representatives from Administration, teacher and support staff, will begin a year long commitment in August to research different healthcare options. Ms. Mason will be primary chair of this committee and has already begun researching information for the committee’s work. The Administration views this as a worthy investment of time for this important process.
  
  Mr. Miller reported due to the one year commitment, Mrs. Clancy, Mr. Sears and himself will not serve on this committee. He asked Board members to consider being a part of this committee that would require above and beyond their regular Board responsibilities.
  
  Dr. Merkle concluded the goal of this committee would be to identify a program to move towards for healthcare and committee members would be asked to commit to serve for at least one year.
7. Recommendation to end the YSSD Affiliation with Project Lead the Way.
  Dr. Merkle reported above.
  
  A discussion continued and points were – robotics was a separate program and could be part of this program; the department would continue with one staff member; thanks was extended for the presentation of this information.
  
  Dr. Merkle asked Board members to let her know if additional information was requested prior to the vote on May 18.
8. National Distinguished Principal of Pennsylvania. Dr. Mary Beth Grove was named the 2015 National Distinguished Principal representing Pennsylvania. This honor is bestowed by the National Association of Elementary School Principals.
  Dr. Merkle reported above and Dr. Grove will be honored at a conference in Washington DC. A surprise assembly was held recently with her students to celebrate this outstanding accomplishment.
  
  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 May 18
  1. Approval of Depositories for 2015-16
    Ms. Mason reported above.
  2. LIU Bid Awards – Custodial Supplies, General Supplies, Paper Supplies
    Ms. Mason reported above.
  3. Use of Facilities Fee Schedule for 2015
    Ms. Mason reported above.
    
    A discussion continued and points were – changes were recently reviewed and changed with Class B and C groups; requests for use of library space has increased; the Administration will follow up on question about security with materials in the library.
  4. Insurance Broker of Record
    Ms. Mason reported above.
  5. Final 2015-16 Budget
    Ms. Mason reported above.
  6. Homestead and Farmstead Exclusion for 2015-16
    Ms. Mason reported above.
  7. Bid Award for Valley View Elementary Dry Sprinkler System
    Ms. Mason reported above.
  8. Bid Award for High School Masonry and Facade Work
    Ms. Mason reported above.
  9. AAA Southern Pennsylvania Tax Settlement
    Ms. Mason reported above.
2. Informational Items
  1. Valley View PTO – $756 for Grade 1 field trip to Flinchbaugh’s Orchard
  2. Indian Rock PTO – $592 for Grade 5 field trip to Gettysburg National Military Park
Student Board Representative Report – Jessica Renjilian
Miss Renjilian thanked everyone for all the well wishes for Distinguished Young Women Program. Devon Hornberger, YS student, earned a little over $9000 in scholarships and was the program’s first runner-up in addition to earning several other awards. The High School Play, “The Elephant Man” was held this past weekend. The “Once Upon a Mattress” performance won an Encore award, Best Small Group Ensemble Performance. Other activites recently were National Art Honor Society Senior Art Show and Chalk It Up event, the baseball team raised money for Habitat for Humanity with At Bat for Habitat. College Selection Day was May 1. High school psychology students visited York County prison on a field trip with Dr. Rumbaugh. Battle of the Bridges was held this past weekend. 98% of the students were wearing their seatbelts as reported by State Farm Seat Belt Challenge. The district-wide Jazz Festival was held recently and Jon Abel represented YS at the District 7 Jazz Festival. Prom is May 16 and Post-Prom shirts and tickets are being sold. At an Artist talk, YS alum Adrienne Stein will share with students on Wednesday at the high school. The Middle School Book Fair and Art Show are being held this week. The Indian Rock Race for Education is scheduled on Friday. East York’s May Day will be held on Saturday. High School has their awards on May 11. Orientation for 8th grade parents is May 13 and orientation for 6th grade parents is May 12. Advanced Placement Exams started this week and will continue next week. Orange and Black Day is scheduled on May 15. As spring athletics come to a close, banquets are being held. 8th grade tours were held at the high school today. Senior Breakfast is scheduled this week. There are 18 days and two Mondays left in this school year.
Committee Reports – Mr. Miller
1. Academic Standards & Curriculum Committee – Mrs. Clancy
  1. Revision to Research Requirement for Graduation. Request to eliminate the High School Graduation Project as a graduation requirement.
    Dr. Maloney reported above. Chapter 4 no longer has this requirement. Our recommendation is to eliminate this requirement.
  2. Middle School Related Arts. Request to add Financial Literacy, Wellness and Multimedia Design to the Middle School Related Arts Rotation.
    Dr. Maloney reported above. This information is already in curriculum somewhere. By adding this rotation, we can handle the larger numbers in sections.
    
    A discussion continued and points were – explanation was provided for wellness and health and noted that rotations at the middle school are 36 days a year; 6th grade computer class will continue with test out in 6th grade consisting of integrated projects, not a stand alone test out; media review is covered at multiple places; opportunities to learn about personal finance also take place in 11th grade for students that may join YS after middle school.
    
    An opportunity was provided for public comment. There was none at this time.
2. Finance Committee – Mr. Posenau
  The minutes of March 25 are provided.
  
  Mr. Posenau reported above.
3. Policy Review Committee – Ms. Bates.
  1. The minutes of March 31 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 May 18:
    Ms. Bates thanked Mr. Sears and Ms. Leopold-Sharp for their review of policies and their questions and suggestions that they shared.
    
    Dr. Merkle reported that specific grammar changes that were suggested will be made. The recommendation for substantive change will be reviewed later during discussion in policy 914.
    
    Ms. Bates reviewed each policy individually and discussion notes are below.
    1. Delete 139 – Volunteer Service Program
    2. 211 – Student Accident Insurance
    3. 214 – Class Rank
    4. Delete 216.2 – Supplemental Discipline Records
    5. 217 – Graduation Requirements – to take effect after June 1, 2015
    6. Delete 353 – Employee Assistance Program
      This is covered in another policy.
    7. 901 – Public Relations Objectives
    8. 902 – Publications Program
    9. 903 – Public Participation in Board Meetings
    10. 904 – Public Attendance at School Events
      Following discussion on golden passes, it was suggested to have District-sponsored activities to replace District activities.
    11. 905 – Citizen Advisory Committees
    12. 906 – Public Complaints
    13. 907 – School Visitors
    14. 908 – Relations with Parents/Guardians
    15. 909 – Municipal Government Relations
    16. 910 – Community Engagement
    17. 911 – News Media Relations
    18. 912 – Relations with Educational Institutions
    19. 913 – Nonschool Organizations/Groups/Individuals
    20. 914 – Relations with Intermediate Unit
      Dr. Merkle shared the following language suggestion to replace paragraph #4 when the District does not have a Board member seated.
      
      In order to maintain a constructive relationship with the intermediate unit, the Board may elect a member of the Board to serve as the official liaison between the District and Lincoln Intermediate Unit No. 12. The Board may choose to defer this liaison position to another school district.
      
      The Board approved this change.
    21. 915 – Booster/Support Organizations
    22. 917 – Parental/Family Involvement
    23. 918 – Title I Parental Involvement
      Ms. Bates reported the committee will recommend action on these policies at the May 18 Board meeting. The next thing the Board will see in June from the committee will be the Board Operating Guidelines, and will seek Board approval. The remaining Administrative Regulations will come as information to the Board.
      
      Mr. Miller thanked the Policy Committee for all their work and stated the process has become very efficient with Board members making comments prior to Planning Committee meeting.
4. Additional Committee Reports/Announcements
  Committee Meeting Schedule – January through June
  
  Mr. Miller reported above.
  
  Mrs. Schroeder, a member of the Wellness Committee, reported “Wellness Under the Lights” is scheduled on May 15 at 5:00 PM. Various high school sports teams will work with elementary children for a couple of hours.
Legislative Policy – Mr. Sears
Resolution Calling for Reform of Funding for Cyber Charter Schools

Mr. Sears reported above and this is a revised resolution. A suggestion was shared to remove the pennies on the figures on the resolution.

Mr. Miller asked the Board to be prepared to vote on May 18.

Mr. Sears provided information on the PA School Boards Association (PSBA) Legislative Platform and noted Districts can make recommendations by June 30.

A discussion took place and points were – changes are not permitted at the October PSBA meeting; suggestion was made to discuss this prior to the June 30 deadline.

Mr. Miller concluded the discussion and stated this item will be discussed at the June meeting and encouraged Board members to review information prior to the meeting. Board members should forward any concerns to Mr. Sears prior to the June meeting.
Lincoln Intermediate Unit – Mr. Sears
No report
York Adams Academy – Mrs. Freireich
Mrs. Freireich reported Graduation will take place on June 11 at the York Learning Center.
York County School of Technology – Mrs. Schroeder
No report
Comments and/or Questions from the Public
An opportunity was provided for public comment. There was none at this time.
Adjournment
The meeting was adjourned at 8:10 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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