Minutes 2015-08-17

1. Executive Session.  The Board met in Executive Session on July 20, 2015 following the Combined Planning Committee and Regular Monthly Meeting, on August 3, 2015 prior to the Special Meeting and Planning Committee Meeting and prior to this evening’s meeting for the purpose of discussing personnel and/or legal issues.

   Mr. Miller reported above.

2. Mr. Miller asked if any Board member plans to attend the PSBA Leadership Conference in October. Mrs. Freireich and Ms. Shaffer planned to attend. Mr. Miller asked if any additional Board members plan to attend, please notify Dr. Merkle.
   

1. Student Enrollment Report  

   Dr. Merkle reported above. At this time, we still have 40 students to register. We experienced a growth of 16 students in 6th grade in two weeks and anticipate an additional two students scheduled for registration. Class size management mechanisms have been established to maintain class size guidelines.

   A discussion continued and points were – students enrolled in August and withdraw before October 1 – Dr. Merkle responded that we do have some students that have been in YS and do not report a departure over the summer and in the future we could track students that withdraw during this time period for additional information.
   

2. Report on Opening Day – Dr. Merkle will report on the first teacher day.

   Dr. Merkle provided a summary of opening day. The video, “In Praise of American Educators”, that was shared with the teachers this morning was shown at this time. The state rankings from the Pittsburgh Business Times for school districts (K-12) was shared with the Board – Honor  Roll Rank was 14 and Overachiever Rank was 18. The Administrators were recognized as a whole and received a standing ovation from the staff. Dr. Merkle apologized for not formally recognizing the Board members in attendance this morning.
   

3. Report on Early Learning Partnership – Dr. Merkle will provide an update on the opening of the program.

   Dr. Merkle provided an update on above. Approximately 170 families have enrolled their children in the program. Partnership meetings will continue throughout the year. It is a valuable program for the District.

   A discussion continued and points were – pre-school numbers are 17 at Yorkshire and 13 at Valley View; three classrooms will be used in each building for the early learning program.
   

4. Report on Advanced Placement Scores & Keystone Results – Dr. Ellis will provide an overview of the assessment results.

   Dr Ellis provided above.

   A discussion took place and points were – assessment of assessments in a global perspective was explained by Dr. Ellis, YS does well on assessments because the curriculum is aligned, the faculty and students are driven, assessments can be a detriment to some districts.

   The Board applauded Dr. Ellis and the whole staff for their dedication to the students.
   

5. The Administration recommends board approval of the revision to job title from Administrative Assistant for Accounting to Accountant. The position was previously titled Accountant, and after further thought prompted by a Board member, it is more in keeping with industry standard.  [Motion; Discussion; Public Comment; Roll Call Vote]

   Motion, Bates, Second, Shaffer; Approval of above.

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

   Roll Call Vote, all present, yes. Motion carried 9-0.
   

6. Presentation of Organizational Chart – Dr. Merkle will present the revised Organizational Chart.

   Dr. Merkle reviewed above. The Administrative Assistant for Communication position will be added to the chart.

   A discussion continued and points were – having names on the chart is generally not part of an organizational chart, although a supplemental chart with names could be prepared for Board members; Board of Directors should replace Board of Education.

   Dr. Merkle concluded the discussion stating the organizational chart will be revised and brought back to the Board.
   

7. Presentation of Tagline – Dr. Merkle will present the new YS logo and tagline and how it will be used. 

   Dr. Merkle reported the process of selecting a tagline and presented the tagline to the Board.

   A discussion took place and points were – other mottos that will continue to be used include We are YS, Be YS Well, Be YS Proud and Student’s Needs are our Driving Force. Building Our Future…One Student at a Time is being reviewed in the current Comprehensive Plan process. No discouragement in use of mottos exists; Moxie was the outside marketing firm; the selection of the tagline began at the Administrative Rally in June.
   

8. As per Board policy 915, the Administration recommends that the York Suburban School Board sanction the following organizations for the 2015-16 school year:

   All-Sports Booster Club
   Music Boosters
   East York Elementary PTO
   Indian Rock Elementary PTO
   Middle School PSO
   Valley View Elementary PTO
   Yorkshire Elementary PTO

   The Administration will work with each organization to ensure that all obligations set forth in Policy 915 are met in timely fashion.  [Motion; Discussion; Public Comment; Roll Call Vote]

   Motion, Leopold-Sharp, Second, Schroeder; Approval of above.

   A discussion continued and points were – there were no organizations that did not meet requirements; Post Prom is not an organization with this type of classification; Post Prom does not use the District’s tax ID number.

   Dr. Merkle concluded the discussion stating that she will do further review of policy regarding classification of Post Prom and report back to the Board.

   An opportunity was provided for public comment.

   Dick Grau, 2401 Cambridge Road – when students arrived last year, teachers were cheering on the students down through the halls, will that happen this year?

   Dr. Merkle responded that type of enthusiasm occured on opening day for teachers last year with students and community members cheering on the teachers. The Administrators decided to do this every couple years rather than every year.

   Roll Call Vote, all present, yes. Motion carried 9-0.
   

1. The Administration recommends approval of the 2015-16 Bus Routes and Bus/Van Drivers.  [Motion; Discussion; Public Comment; Roll Call Vote]

   Ms. Mason reviewed above.

   Motion, Posenau, Second, Schroeder; Approval of above.

   A discussion took place and points were – no link to information was provided and there was a link last year.

   Ms. Mason apologized for not having this information available and reported this action can be tabled to another meeting.

   The motion was withdrawn by Posenau and Schroeder.
   

2. The Administration recommends the Board approve the following contracts for the High School Auxiliary Gym:  General Contractor – MCA in the amount of $259,000; and Electrical Contractor – McCarty & Son in the amount of $95,672 for a total bid of $354,672.  [Motion; Discussion; Public Comment; Roll Call Vote]  Data Support 

   Ms. Mason reviewed above.

   Motion, Freireich, Second, Shaffer; Approval of above.

   A lengthy discussion took place and points were – floor damage was reported at the June Facilities Committee meeting at the estimated replacement cost of $70,000 for the project, the Board has a fiduciary responsibility and the project  is now at this magnitude of cost, suggest we reevaluate the project along with a financing plan and possibly some of the major items could be paid by the boosters or capital projects; Administration responded the finance plan is capital projects as most is structural; Administration responded where we stand with other projects and that ultimately something will suffer due to limited amount of funds, the floor project must be done now, also considering pursuing another feasibility study as the recent one has inadequate information; proposed timeline for work on this project is to be completed by the beginning of November; if this project is postponed, square footage for teaching would be lost with the room being closed for the year; this is a large project and a lot of money at the last minute, if we were to delay and go back out for bids at a later date and give firms more time with the process, would this be a more competitive process?; the Administration responded that they believe it is a timing of the jobs not the bid process timeline; this project was discussed at two Facilities Committee meetings.

   An opportunity was provided for public comment.

   Dick Grau, 2401 Cambridge Road – this is a significant amount of money proposed to be spent, does the project need to be done this year?

   The discussion continued – support of the project was expressed; surprised with timeline of information; Administration noted if the project work starts in a week, it should not have impact on physical education classes in main gym since there is a separate hallway between areas; Administration is just beginning coversation on feasibility study and should have additional information available at the October meeting, the feasibility study and capital projects list would be channeled through Facilities Committee; this is an antiquated place in the building, struggle with time frame and bid process.

   Mr. Miller stated this will be a tough vote and asked for a vote.

   Roll Call Vote – Clancy-yes; Schroeder-yes; Shaffer-yes; Bates-yes; Posenau-Yes;Miller-no; Sears-no; Leopold-Sharp-no. Motion carried 6-3.

   Mr. Miller asked for additional discussion on alternates.

   Ms. Mason read through the alternates.

   Mr. Miller asked for the Administration recommendation.

   Dr. Merkle stated alternates 1 through 6 and 9 and provided reasoning for this recommendation. 

   Mr. Miller asked for discussion.

   A discussion continued – why haven’t we heard about the antiquated sound system before if it has been deteriorating for years?; the Administration does have a level of frustration with the feasibility study because projects like the sound system were not included and another concern is the prioritization in the previous feasibility study; the wrestling mat hoist would be very helpful and would provide additional storage for physical education and custodial departments, the wrestling mats along with the divider curtain could be used for some physical education instruction for resistence training for students, without having the wrestling mats hoisted up and stored in this area, volleyball could be played, basketball would be difficult to play and tennis could not be played.

   Mr. Miller shared the following information on each alternate at the request of a Board member.

   Alternate 1 – install new sound system 

   Alternate 2 – four basketball backboards and motorized hoist

   Alternate 3 – install two batting cages suspended from roof structure; the Board would like to reconsider this alternate

   Alternate 4 – install one divider curtain; this alternate is accepted

   Alternate 5 – install new drinking fountain; this alternate is not accepted at this time and could be done in-house

   Alternate 6 (A-2 per General Contractor Bid and E-2 per Electrical Bid) – install wrestling mat with motorized hoist

   Motion Bates, Second Shaffer; Acceptance of Alternate A-2 as per the Bid and corresonding E-2

   Alternate 7 – provide ten golf mat pads; this alternate is not accepted

   Alternate 8 – install ten pull-up bars and install peg board; this alternate is not accepted

   Alternate 9 – paint roof ceiling; this alternate has been accepted

   Mr. Miller asked for any discussion on the motion to accept alternate 6 (Alternate A-2 as per the Bid and corresonding E-2 at a total cost of $16,718) and points were – concern with the cost in this time frame.

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

   Roll Call Vote, Posenau-yes; Clancy-no; Bates-yes; Freireich-yes; Schroeder-yes; Shaffer-yes; Miller-no; Sears-no; Leopold-Sharp-no. Motion carried 5-4.

   Following discussion on Alternate 3 – batting cages, the Board decided for the Administration to add this alternate. 

3. The Administration recommends the Board approve the three year Focus Subscriber License Agreement with Eidex at an annual cost of $5,746.  [Motion; Discussion; Public Comment; Roll Call Vote]

   Ms. Mason reviewed above.

   Motion, Leopold-Sharp; Second, Sears; Approval of above and per the contract the cost for an individual license is $250 per user.

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

   Roll Call Vote, all present, yes. Motion carried 9-0.
   

4. The Administration recommends the approval of a reimbursement agreement with Hildebrandt Learning Centers, LLC, for playground equipment, installation of the playground equipment, safety mats and installation of the same in the following amounts:
   
   1. $30,049.24 for playground equipment purchased by Hildebrandt from General Recreation, Inc., pursuant to Costars Contract 14.
   2. $7,333.34 from Willow Playworks for playground equipment installation.
   3. $9,431.09 for Durolawn Mats purchased from Nature’s Instruments.
   4. $1,600.00 for installation of the Duralawn mats by Willow Playworks.
      
      The reimbursement agreement is made pursuant to the proposal from Hildebrandt Learning Centers, LLC, for pre-school services and the amounts due will be paid over a 24 month period at a monthly cost of $2,017.23.  [Motion; Discussion; Public Comment; Roll Call Vote]

      Ms. Mason reviewed above.

      Motion, Clancy, Second, Posenau; Approval of above.

      A discussion continued and points were – the $30,000 for playground equipment is certified preschool playground structures, motion playhouse structures, one at each building, Valley View and Yorkshire; at Valley View, the structure will be placed in a fenced in area and in a courtyard at Yorkshire; the structures do have easy maintenance; the equipment will be made available to the public at Valley View and a decision will need to be made at Yorkshire about availability to the public since it is located in the courtyard; this will be cost neutral.

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

      Roll Call Vote, all present, yes. Motion carried 9-0.
      

5. PA-Educator.net Clearinghouse 2015-2016 Contract of Service.  The Administration recommends approval of the renewal of the PA-Educator.net Clearinghouse 2015-2016 Contract of Service for a twelve-month period, July 1, 2015 through June 30, 2016, in the amount of $2,137 for access to the online clearinghouse of Pennsylvania professional and non-certificated individuals to recruit candidates for employment.  [Motion; Discussion; Public Comment; Roll Call Vote]

   Ms. Mason reviewed above.
   
   
   
   Motion, Sears, Second, Shaffer; Approval of above.

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

   Roll Call Vote, all present, yes. Motion carried 9-0.

   Dr. Merkle reported last year, the Administration came to the Board in September with this contract. The Administration worked through the summer to get this information sooner but the company does not issue contracts any sooner.

6. Informational:
   1. Facilities Projects Update

      Mr. Girling provided an update on facilities projects. Lining started today on the track. The following projects are complete – high school secure entrance, Indian Rock roof, high school facade pressure washing, high school masonry work, East York sewer pipeline and Valley View sprinkle system. There is some concrete work remaining at the high school.
      

   2. Donation from Olson Orthodontics in the amount of $1,000 for the Middle School for Positive Behavior Cards. 

      Ms. Mason reported above.

1. Communication Committee Report – Mrs. Schroeder

   The Communications Report is provided.

   Mrs. Schroeder reported above. The next meeting is scheduled September 1.
   

2. Personnel Committee Report – Ms. Shaffer 

   Consent Agenda  [You have before you the Personnel Report which includes retirement, resignation, employment, transfer, substitute teachers, guest teachers and volunteer coach. 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; Public Comment; Roll Call Vote]

   Motion, Shaffer, Second, Bates; Approval of consent agenda items and the addendum for the Personnel Committee Report.

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

   Roll Call Vote, all present, yes. Motion carried 9-0.

   Dr. Merkle introduced Laura Gordon and Alex Rosenkrantz, in attendance this evening.

   1. Retirement

      Recommend Board approval of the retirement of Sandra Keeley, Custodian, effective December 31, 2015.  Ms. Keeley is retiring after having served 30 years with York Suburban School District.

   2. Resignation
      1. Recommend Board approval of the resignation of Marissa Caldwell, full-time substitute half-day English teacher at the high school, effective August 9, 2015.
      2. Recommend Board approval of the resignation of Dennis Hulslander, Co-Assistant Football Coach #3, effective July 30, 2015.
      3. Recommend Board approval of the resignation of Kathy Pavoncello, Middle School Color Guard Director, effective August 6, 2015.
      4. Recommend Board approval of the resignation of Jody Sayre, Reading Aide at Indian Rock Elementary, effective August 9, 2015.
      5. Recommend Board approval of the resignation of Kimberly Swindle, Reading Aide at East York Elementary, effective July 31, 2015.
   3. Employment
      1. Recommend the employment of Katie King as Assistant Girls Soccer Coach #1 at the salary of $2,400 which represents Step 1 of the Extracurricular Salary Schedule.
      2. Recommend the employment of Laura Meerbach as Assistant Field Hockey Coach #1 at the salary of $2,400 which represents Step 1 of the Extracurricular Salary Schedule.
      3. Recommend the employment of Alexander Rosenkrans as a full-time substitute music teacher at East York Elementary and Yorkshire Elementary, effective August 17, 2015 through January 12, 2016 (salary pro-rated based on employment and Step 1 of the Bachelors Degree Schedule).
   4. Transfer
      1. Recommend the transfer of Robert Haynes, custodian, from a level 3 position to a Level 2 position at the hourly rate of $14.62, effective August 3, 2015.  Mr. Haynes will also be a lead custodian at the stipend of $200 per year (to be pro-rated based on an effective date of August 3, 2015).  Mr. Haynes was incorrectly approved at the hourly rate of $14.35 at the July 20, 2015 Board Meeting.
   5. Substitute Teachers  
      

      REGINA	ADAMS	CHARLES	MANN
      JEANNE	ADDISON	BRADLEY	MARCH
      AMY	AHLBRANDT	KAY	MATTHEWS
      ELIZABETH	ARZT	DANA	MCGURK
      HEATHER	BEAVERS	CRYSTAL	MILLER
      SILVIA	BENSON	JANE	MISNER
      S. LOUISE	BETTERMAN	MATTHEW	MUEHLEISEN
      WESLEY	BLYMIRE	JENNIFER	MUMMERT
      CHERYL	BOWMAN	DAPHNE	OHL
      PATRICIA	BRAME	ELISE	OLSEN
      ANN	BROOKS	ROBBY	PANTELLAS
      AMY	CHAPMAN	MIRIAM	PRESLEY
      REBECCA	CHESTER	SUSAN	PUGLESE
      JOELLE	CURRIER	STEPHANY	REIHART
      SUSANN	DECOWSKY	MARK	RHINE
      JULIA	DUNN	PATRICIA	RINKEVICH
      R. MICHAEL	DUTTERA	SUSAN	RUBY
      THOMAS	FOLEY	MARIA	SABATINO
      MICHAEL	FROCK	MARJORIE	SCHAFFER
      KELLEY	GOODYEAR	JULIE	SCHULTZ
      SANDRA	GROVE	DANIELLE	SHAFFER
      ABBEY	GUTEKUNST	TARA	SHULTZ
      KATHI	HAMMELS	BRIANNA	SITES
      TRACEY	HANEGRAAF	DARRYL	SMELTZER
      CAROLYN	HARTMAN	AMY	SMITH
      RHADA	HARTMANN	CATRIONA	SMITH
      JACQUILINE	HILL	EMILY	SUNDAY
      ELIZABETH	HOWIE	GREGORY	TOMEVI
      NANCY	HUTTEL	PANAGIOTA	TSIPANITIS
      LEIF	JOHNSON	ANGELA	TSOUKALOS
      SARAH	JOHNSON	BRYAN	TUER
      MICHAEL	KILLION	KRISTA	VANZANARDI
      KAYLYN	KNAPKE	TRACEY	WAGNER
      MEGAN	KOTZMAN	GRETCHEN	WILLIAMS
      KAYLA	KREBS	MICHELLE	WILLIAMS
      AMANDA	LAIRD	REBECCA	WINAND
      COLLEEN	LAWRENCE	STACEY	WINTER
      CHRISTINE	LEIK	AMY	WRITER
      TOWANDA	LEMON-MCKIE	ELIZABETH	YEARSLEY
      KIMBERLY	LEVAN	LAUREN	ZORTMAN
      LISA	LEWIS

   6. Guest Teachers
      

      KATHLEEN	BARNHART
      DIANE	BEEGLE
      DAISY	BRANIN
      MARGARET	BROWN
      LORI	CARDONE
      KIMERLY	DAVIS
      BETSY	DUNKEL
      EDWARD	FOX
      JAMES	GILES
      KATHLEEN	HALL
      SUSAN	HUTH
      JANE	JOHNSON
      SUSAN	KREVETSKI
      MARGUERITA	MANN
      ELIZABETH	MIALKI
      HILLARY	NELSON
      ANGELA	PESSOGNELLI
      KIMBERLY	SHAFFER
      LINDA	SLENKER
      JOHN	SORENSON
      JUDY	STEWART
      JAN	TRATTNER
      MICHAEL	WILLIAMS
      SAMANTHA	ZEIDERS
      CARABETH	ZORTMAN

   7. Volunteer Coach

      Justin Krebs

      Cross Country

       

3. Additional Committee Reports  

   Mrs. Freireich reported the Facilities Committee will meet on August 19 at the Middle School cafeteria.
   

Mr. Miller reviewed above.