Minutes 2016-03-07

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
MARCH 7, 2016 – 7:00 PM
PROVARD EDUCATION CENTER

There will be an Executive Session at 6:00 PM.

M I N U T E S
(approved on March 21, 2016)

General Business
Call to Order – Ms. Leopold-Sharp
1. Pledge of Allegiance to the Flag
  In Ms. Leopold-Sharp’s absence, Ms. Shaffer, Vice-President, called the meeting to order with the Pledge of Allegiance to the Flag.
2. Roll Call
  Members present – Emily Bates, Scott Eden, Ellen Freireich, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Elizabeth Huh (Student Representative)
  
  Members not present – Lynne Leopold-Sharp
Board President’s Report – Ms. Leopold-Sharp
1. I would like to announce that the Personnel Committee met on March 1, 2016 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel, including an employee resignation. No official action was taken.
  Ms. Shaffer reported above.
2. I would like to announce that the Board met prior to this meeting on March 7, 2016 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel, including employee evaluation, collective bargaining and employee resignation. No official action was taken.
  Ms. Shaffer reported above.
Superintendent’s Report – Dr. Merkle
1. Dr. Merkle reported the Girls Basketball team played on Saturday in the first round of State Tournament competition and played well. Over the weekend, the High School Musical was presented and everyone did an outstanding job.
2. Elementary School Division Report – Planning, Instruction and Student Learning – Dr. Grove, Dr. Gulley
  Dr. Grove and Dr. Gulley provided the above presentation.
  
  A discussion took place following the presentation and points were – during data review, teachers use Skype and Google Hangouts if necessary to communicate with each other; to allow data to be available for review, the assessment calendar and staff development time are coordinated; there are two 2-hour delay days scheduled per year for data review by teachers; most assessments are sent home to parents while benchmarks are used for instruction evaluation; thanks was extended for presentation of this valuable information.
  
  An opportunity was provided for public comment. There was none at this time.
  
  Ms. Shaffer thanked Dr. Grove and Dr. Gulley for an excellent presentation this evening and asked them to share with their staff that their professionalism and collaboration is appreciated.
  
  Dr. Merkle concluded the discussion sharing how teaching looks so much different now. Not only are teachers assessing their students, the learning model that is applied with our teachers assessing themselves and the result of transformation in the buildings with curriculum and instructional practices is unbelievable under the leadership of Dr. Grove and Dr. Gulley.
Business Office Report – Ms. Mason
1. Items being recommended for approval on March 21
  1. The Administration recommends Board approval of the bid to ___ in the amount of $___ for the Middle School Kitchen/Dining and Secure entrance project.
    Ms. Mason reported above. The bid opening is scheduled for March 14 at 11:00 AM.
  2. The Administration recommends Board approval of the bid to ___ in the amount of $___ for the High School Sidewalk project.
    Ms. Mason reported above. The bid opening is scheduled for March 9 at 11:00 AM.
  3. The Administration recommends Board approval of the architectural contract with Core Design Group for the Security Renovations at East York Elementary School in the amount of $26,350.
    Ms. Mason reported above.
  4. The Administration recommends Board approval of the architectural contract with Core Design Group for the Security Renovations at Indian Rock Elementary School in the amount of $20,670.
    Ms. Mason reported above.
  5. The Administration recommends Board approval of the contract for Mixed-Up Productions in the amount of $1,000 for disc jockey services at the High School prom to be held May 21, 2016 at Wyndham Garden.
    Ms. Mason reported above.
    
    An opportunity was provided for public comment on the above items. There was none at this time.
2. Informational Items
  2016-17 Budget Update
  
  Ms. Mason and Dr. Merkle reported above.
  
  A discussion continued and points were – if a district closes salaries would have to be paid; closing the school is unacceptable; securing a line of credit would allow the District to keep doing business; some districts are putting a total freeze on expenditures; the county Superintendents will be meeting on Friday with state legislators to discuss the budget; the community has elected the legislators, the legislators have discounted the need for education, school districts now have to go to the community and ask for a tax increase and that is a lot of money to people in the community, this is not the administration’s responsibility; if nothing changes, the fund balance is gone in five years; the Administration will check what is the highest index in the county; the Administration is not sure what their recommendation is at this time and will know more information following the study meeting scheduled on Thursday evening with middle school staff, the Administration wanted to give the Board this information in preparation of some tough and difficult decisions that are ahead; the Administration reported there are no other places to reduce at this time; the Board may want the Administration to look at other options to fund; can this information be reported in the YS PRIDE to provide information to the community?; an OpEd piece is encouraged; some parents do not know the budget details; community forum and county-wide forum were discussed, visibility needs to be raised, the community needs informed of this important information as they may not fully understand the situation; contacts with media are a possibility; one of the legislators is having a town hall meeting later this week and comments could be shared about challenges districts are facing; student representative responded to an inquiry that students are talking about increased class sizes but not the budget; what about a student gathering to allow students to learn and share the facts about the budget?
  
  Dr. Merkle concluded that the Administration hopes this information is helpful as to where the District is and what is needed to approve the budget.
  
  An opportunity was provided for public comment.
  
  David Darrah, YSEA President – Thanked the Board for struggling for this as we need the additional teachers. We are continuing to press on and keep the ideal but we are not in the ideal situation. Looking forward, it will be important to be politically active for everyone involved. Teachers are stressed with everything that is expected. Extra staff is needed. With some emotion, Mr. Darrah concluded the teachers are tired and they are fighting.
  
  It was expressed that the Middle School staff is volunteering their time at Thursday evening’s meeting to help their students. The dedication of the teachers does not go unnoticed.
Student Board Representative Report – Elizabeth Huh
Miss Huh reported the Musical went very well this past weekend. Several students participated in the Science Fair. Two students are involved with the Distinguished Young Women Program. Various Honor Societies will hold an induction program tomorrow evening. The Girls Basketball team participated in the State Tournament on Saturday. The Girls Swimming Team was the District Champion and will go on to the State Tournament.
Committee Reports – Ms. Leopold-Sharp
1. Facilities Committee – Mrs. Freireich
  1. The minutes of January 21 are provided.
    Mrs. Freireich reported above.
  2. From committee will come a discussion on a third option for a secure vestibule for East York Elementary School.
    Mrs. Freireich reported above.
    
    A discussion took place and the point was – the price for option 3 is the same as option 2, $145,170.
    
    An opportunity was provided for public comment. There was none at this time.
2. Finance Committee – Mr. Posenau
  The minutes of November 23 and January 27 are provided.
  
  Mr. Posenau reported above.
  
  An opportunity was provided for public comment. There was none at this time.
3. Personnel Committee – Ms. Bates
  1. The minutes of January 5 are provided.
    Ms. Bates reported above.
  2. The Personnel Committee will be recommending approval of the high school administration realignment, effective July 1, 2016 to include a split of the Assistant Principal / Athletic Director position into two full time positions: Assistant Principal and Athletic Director. The committee further recommends the elimination of the position of Assistant Athletic Director.
    
    Ms. Bates reported above.
    
    An opportunity was provided for public comment. There was none at this time.
4. Policy Review Committee – Mr. Thoman
  1. The minutes of January 26 are provided.
    Mr. Thoman reported above.
  2. The Policy Review Committee will be recommending approval of the following revisions to Policies and Board Operating Guidelines (BOG).
    Mr. Thoman reported above and discussion took place as noted below.
    1. 006.1 Attendance at Meetings Via Electronic Communications
      A discussion took place and the point was – the committee preferred the phrase, “when deemed appropriate” to replace “but only under extraordinary circumstances”, to be vague as no one abuses this at this time.
    2. 007 Policy Manual Access
    3. 009 Policy Development
    4. 011 Principles for Governance and Leadership (replacing York Suburban School Board Statement of Principles)
    5. 217 Graduation Requirements
      A discussion took place and the point was the guidelines for Class of 2019 is per current legislation at this time.
    6. 003-BOG-1 Development of Board Procedures/Policy
    7. 003-BOG-2 Board Procedure/Policy Development Process
    8. 003-BOG-3 Policy Deliberation Questions
    9. 003-BOG-4 Board Exception to Board Policy/Administrative Guideline
    10. 003-BOG-5 Request for Exception to Board Policy
    11. 003-BOG-6 Request for Exception to Administrative Guideline
    12. 004.1-BOG-1 Student Representative to School Board
      An opportunity was provided for public comment. There was none at this time.
5. Additional Committee Reports/Announcements
  Ms. Shaffer asked if there were any additional reports or announcements.
  
  Ms. Shaffer reported that she picked up the book, “How Not to be a Terrible School Board Member” and it is available to any interested Board member.
Lincoln Intermediate Unit – Mr. Robinson
The “…by Dawn’s Early Light” Highlights of the LIU Board Meeting of March 1 is provided.

Mr. Robinson reported above and shared the the LIU Board Orientation Program that he attended was very extensive and informative.
York Adams Academy – Mrs. Freireich
No report
York County School Technology – Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of February 25 is provided.

Mrs. Schroeder reported above and encouraged fellow Board members to read the above report.
Board Meeting and Committee Schedule
Ms. Shaffer reported above.
Comments and/or Questions from the Public
An opportunity was provided for public comment. There was none at this time.

Mr. Freireich commented on the Musical production at the High School and all involved did an outstanding job.
Adjournment
The meeting was adjourned at 8:44 PM.

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

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