Minutes 2016-03-21

YORK SUBURBAN SCHOOL BOARD

Regular Monthly Meeting

March 21, 2016 – 7:00 PM

Ronald H. Provard Education Center

There will be an Executive Session prior to the meeting at 6:30 PM.

M I N U T E S
(approved on April 18, 2016)

General Business
Call to Order – Ms. Leopold-Sharp
1. Pledge of Allegiance to the Flag
  Ms. Leopold-Sharp called the meeting to order with the Pledge of Allegiance to the Flag.
2. Roll Call
  Members present – Emily Bates, Scott Eden, Ellen Freireich, Lynne Leopold-Sharp, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Elizabeth Huh (Student Representative)
  
  Members not present – John Posenau
3. Public Comment
  An opportunity was provided for public comment.
  
  Dick Grau, 2401 Cambridge Road – extended congratulations to the students that attained the highest level of music competition recently; read a newspaper article about another school district using Reliance Bus Service and wondered if that may be a consideration; does the history department have focused study on the Holocaust to provide students information?
  
  Dr. Merkle replied that the Durham School Services contract for student transportation is coming to an end and all options will be considered. The Holocaust is part of the curriculum for History Department and German Studies for high school students.
  
  Melissa Cook, 120 Edgewood Drive – In comment to earlier question, my daughter is a junior and last week students visited the Holocaust Museum in Washington DC and the students had an emotional experience. Comments were shared about the need for Calculus II class for next year at the high school.
  
  Dr. Merkle responded this decision is not being made lightly and will likely not be resolved before May.
4. Discussion and Action on Board Minutes. Approval of the Minutes of the Planning Committee Meeting of March 7, 2016 and the Regular Monthly Meeting of February 22, 2016. [Public Comment; Approval as submitted/corrected]
  Ms. Leopold-Sharp approved the minutes as submitted.
Treasurer’s Report – Mr. Posenau [Consent Agenda: Would any Board member like any of these items considered separately or are there any questions any any of these items? If not, the chair moves approval of the below-mentioned items; Public Comment; Roll Call Vote]
Approval of Financial Reports as of February 29 [File for audit]
1. Treasurer’s Report (All Funds)
2. General Fund Revenue Report
3. General Fund Expenditure Report
4. Summary Report – Capital Project, Capital Reserve, Food Service
5. Check Summary Report – General Fund, Food Service, Capital Project
6. Student Activity Account Summary
7. Budget Transfers
  Motion, Shaffer, Second, Bates; Approval.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
Board President’s Report – Ms. Leopold-Sharp
1. Executive Session Announcement Protocol – Under the advice of our solicitor, we will be sure that all executive sessions are announced at the next public Board meeting following the executive session. If this happens not to be a voting meeting, we will announce the executive session a second time to reflect that it is on the agenda and in the minutes viewable by potential auditors. This could obviously result in two announcements of the same meeting.
  Ms. Leopold-Sharp reported above.
2. 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. Leopold-Sharp reported above.
3. The Board met prior to the Planning Committee 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. Leopold-Sharp reported above.
4. The Board met prior to this evening’s meeting in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel, including employee evaluation. No official action was taken.
  Ms. Leopold-Sharp reported above.
Superintendent’s Report – Dr. Merkle
1. Student Enrollment Report
  Dr. Merkle reported above.
2. Superintendent Meeting with Legislators – Dr. Merkle will provide a brief summary of the meeting that was held on Friday, March 11.
  Dr. Merkle reported above. The meeting was valuable as the districts could express the hardships that go along with a lack of a state budget for 2015-16 and the lack of predictability for the 2016-17 budget. Superintendents were informed that the legislature will not review the 2016-17 budget prior to the November election. The districts must now deal with these uncertainties. Dr. Merkle submitted a request today for a meeting with the Governor to share information. We need to continue to communicate with the legislators.
  
  A discussion continued and the points were – thanks was extended to the Superintendents for providing this opportunity; nine legislators were invited, turnout was disappointing with four legislators (Representative Stan Saylor, Representative Kristin Hill, Representative Klunk, Representative Gillespie) and a representative from Senator Wagner’s office attending; comments were heard from only three of the legislators (mostly Hill and Saylor) as others were silent during the gathering.
3. Staffing Needs Update – Dr. Merkle will provide a brief report.
  Dr. Merkle reported last week a Middle School Class Study Group meeting was held in the evening at a local business that donated a comfortable room. 16 middle school teachers (31% of staff) attended and gave of their own time. The topic was difficult and stressful and everyone involved was fully engaged, gave great input and were open to suggestions and ideas. The next steps are working with the middle school administrators taking thoughts to paper and going back to the Class Study Group.
  
  Dr. Merkle reviewed the above presentation.
  
  A discussion continued and points were – the Administration is looking at the middle school schedule structure in depth, teacher’s time is best used for instruction; when a resignation occurs, the Administration analyzes that position to determine whether or not it will be replaced and in what form, analyze all the data around the position, on an ongoing basis teacher schedules are reviewed, elementary is rather simple, secondary guideline is 90-110 students per teacher balanced across teacher’s schedule and/or department sometimes taking into account emotional, socio-economic and intellectual needs in the process; reminder was shared that the policy with class size guidelines was reviewed in the past two years and the Board was adamant for small class sizes at the elementary level; in addition to the Board, the Administration, teachers and community support the guidelines as that does add to the District’s success; the Administration will provide the Board with clarification of core and related arts subjects for classes above 26 at the middle school noted on the above presentation; going back to legislative meeting report, legislators are elected to listen to hardships and we experienced that they do not show up and/or do not say anything, that is totally unacceptable for elected officials to act this way; attorneys are working on the York Academy Regional Charter School agreement and negotiations are being worked out, the Administration will check for the deadline in this process and let Board members know.
Business Office Report – Ms. Mason
1. The Administration recommends Board approval of the following bids for the Middle School Kitchen/Dining and Secure Entrance project. General Contractor – East Coast Contracting, Inc., in the amount of $866,350; Electrical Contractor – McCarty & Son in the amount of $361,672; Mechanical Contractor – Frey Lutz Corporation in the amount of $374,400; Plumbing Contractor – Frey Lutz Corporation in the amount of $135,600; Food Service Contractor – 11400 in the amount of $627,000, for a total bid of $2,365,022. The total amount includes the base bid and alternate 1 (new dining room windows), alternate 2 (lounge addition), alternate 8 (new office window in the exterior wall), and alternate 9 (shades for the new windows). [Motion; Discussion; Roll Call Vote]
  Bid Tabulation
  Bid Tabulation Summary
  
  Ms. Mason reported above.
  
  Motion, Bates, Second, Shaffer; Approval.
  
  A discussion continued and points were – the plans and bids were shared with Board members after the Facilities Committee meeting, selection of Alternates by the Administration is good.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
2. 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. [Motion; Discussion; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Freireich, Second, Shaffer; Approval.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
3. 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. [Motion; Discussion; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Schroeder, Second, Freireich; Approval.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
  
  Dr. Merkle reported there are some Core Design representatives with us this evening and it has been a pleasure to work with them and we look forward to a continued relationship.
4. 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. [Motion; Discussion; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Bates, Second, Freireich; Approval.
  
  A discussion continued and points were – the prom was previously held at The Valencia and they no longer have a catering service; the District is trying something new with Wyndham Garden.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
5. The Administration recommends Board approval of a three (3) year Agreement with the Lincoln Intermediate Unit to participate in the Lincoln Learning Network 3.0 Regional Wide Area Network (LLN RWAN). The total annual amount is approximately $30,534.18. This could change based on the number of Members that opt to participate and actual usage for the year. [Motion; Discussion; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Schroeder, Second, Bates; Approval.
  
  A discussion continued and the points were – this agreement will cover the entire district; there could possibly be a 5% increase.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
6. The Administration recommends Board approval of the Lease Agreement with Williams Scotsman for two (2) containers for a five month rental for the Middle School project at a total amount of $1,569.38. [Motion; Discussion; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Schroeder, Second, Bates; Approval.
  
  A discussion continued and the points were – storage units will be placed at the middle school; this amount will be coming out of operations budget.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
7. Informational:
  1. Budget Update
    Ms. Mason reported the 2015-16 state budget is waiting for the Governor’s signature. The Administration is anxious to see what happens with this budget as there is some anticipated increase for the District with Basic Education Funding Formula and PlanCon provision. The Administration would like to propose the possibility of not adopting the 2016-17 budget in May but rather wait until June for its adoption. A Special Meeting could be scheduled prior to the May Planning Committee meeting on May 9 for a vote to allow 30 days for advertisement and public view of the budget with final vote taking place at the June 20 Board meeting. That plan would keep with the current meeting schedule and would satisfy the state timeline of June 30 for the adoption of a 2016-17 budget.
    
    A discussion continued and points were – the House and Senate have passed the budget, the Governor will sign it or veto it, if he does nothing by Sunday evening, it becomes law on Monday, the suggestion to wait until after Monday to make a decision was agreed by everyone; pushing back the date of the adoption of the budget would not affect the printing and mailing out of tax bills.
    
    Ms. Mason continued with budget update information. The Administration has shared previously about securing a TRAN or line of credit if necessary to get the District through the second half of June or first half of July. Another option brought to the attention of the Administration is using the capital reserve account which currently has a little over $1 million. Money could be pulled out if necessary and replaced when available.
    
    Ms. Mason continued that the refinance borrowing will be going through a bank effective May 1. The Administration has been in contact with the Solicitor and will have information for the Board at the April meeting.
  2. Donation from Brooks Running Company of various cross country equipment valued at approximately $4,790.
    Ms. Mason reported above.
  3. Food Service Department Report
    1. Dining Review Report for February
    2. Sales Report
      Ms. Mason reported above and noted the sales continue to rise.
  4. The East York and Indian Rock secure entrance bids will be opened on April 12 at 11:00 AM.
  5. The Finance Committee meeting scheduled on March 23 is canceled.
Student Board Representative Report – Miss Huh
Miss Huh reported the swim team had success at the state competition. On Saturday, the Science Olympiad Team went to Millersville University for the PA Regional Compeition and placed 8th overall. The Inspire Team from MIT was at the high school talking to Advanced Placement students. The team included a YS 2012 graduate and it was a great opportunity for discussion and learning.

Dr. Merkle reported that Mis Huh was part of Science Olympiad Team and congratulated her.

Committee Reports – Ms. Leopold-Sharp

Communications Committee Report – Ms. Shaffer
The Activity and Communications Reports are provided.

Ms. Shaffer reported above.
Facilities Committee Report – Mrs. Freireich
1. The Facilities Committee recommends Board approval of the bid to Pantano Concrete in the amount of $71,160 for the High School Sidewalk project. [Motion; Discussion; Roll Call Vote]
  Mrs. Freireich reported above.
  
  Motion, Freireich, Second, Thoman; Approval.
  
  A discussion continued and points were – there were engineering and Solicitor expenditures that were taken out of capital projects budget.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
2. The Facilities Committee recommends Board approval of the bid to Slough Flooring, Inc. in the amount of $123,224.05 for Indian Rock Elementary carpet replacement. [Motion; Discussion; Roll Call Vote]
  Mrs. Freireich reported above.
  
  Motion, Bates, Second, Shaffer; Approval.
  
  A discussion continued and the point was – this is part of a state contract.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
3. The minutes of February 17 are provided.
  Mrs. Freireich reported above.
  
  Mrs. Freireich reported that Miss Huh was part of a recent concert held at the high school and everyone did an excellent job.

Personnel Committee Report – Ms. Bates

The Administration recommends Board 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 Administration further recommends the elimination of the position of Assistant Athletic Director. [Motion; Discussion; Roll Call Vote]
Ms. Bates reported above.

Motion, Bates, Second, Schroeder; Approval.

Roll Call Vote, all present, yes. Motion carried 8-0.

Consent Agenda [You have before you the Personnel Report which includes resignations, employment, leave of absence, additional substitute teachers, additional guest teachers, additional volunteer coach and additional volunteers. 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; Roll Call Vote]

Ms. Bates reported above.

Motion, Bates, Second, Shaffer; Approval.

Roll Call Vote, all present, yes. Motion carried 8-0.

Dr. Merkle welcomed Amy Kitner, in attendance this evening as the new school nurse at the High School and Valley View Elementary next year. Amy comes to YS with considerable experience at Apple Hill and West York School District. Amy is a YS graduate, with children in the District. Amy’s mother, Mrs. Badders, was also in attendance with Amy.

Resignations
1. Recommend Board approval of the resignation of Dustin Boeckel, Head Boys Basketball Coach, effective March 2, 2016.
2. Recommend Board approval of the resignation of Mary Collins, Math Teacher at the High School, effective at the close of business on the Friday following the conclusion of Summer School 2016 (approximately July 22, 2016).
3. Recommend Board approval of the resignation of Jessica Hawk, Instructional Support Aide at the Middle School, effective June 1, 2016.
4. Recommend Board approval of the resignation of Alexis Snell, Assistant Cheerleading Coach, effective March 1, 2016.

Employment

Name:	Amy E. Kitner
Education:	York Suburban High School, Diploma; York College of PA, BSN in Nursing; Slippery Rock University, School Nurse Certification; Penn State University, MS in Health Education
Certification:	School Nurse PK-12
Contract:	Professional Contract
Salary:	$71,700 – M.S. – Step 10
Assignment:	School Nurse – Valley View Elementary / High School
Effective:	2016-2017

Recommend the employment of Carol Brown as a Substitute Instructional Support Aide and Substitute Reading Aide at the hourly rate of $9.55, effective March 22, 2016.
Recommend the employment of John Fornadel as Head Boys Soccer Coach for the 2016-2017 school year at the salary of $4,575 which represents Step 4 of the Extracurricular Salary Schedule.
Recommend the employment of Thomas Guerin as Head Boys and Girls Golf Coach for the 2016-2017 school year at the salary of $2,431 which represents Step 1 of the Extracurricular Salary Schedule.
Recommend the employment of Krista Kruszon as a Substitute Instructional Support Aide at the hourly rate of $9.55, effective March 17, 2016.
Recommend the employment of Angela Pessognelli as a Reading Aide at Indian Rock Elementary at the hourly rate of $10.50, effective March 7, 2016.
Recommend the employment of Denise Werner as Assistant Field Hockey Coach #1 for the 2016-2017 school year at the salary of $4,052 which represents Step 4 of the Extracurricular Salary Schedule.
Recommend the revision of the salary of Gretchen Williams, 3.25 hours per day Substitute Learning Support Teacher at East York Elementary, from the daily rate of $48.46 to the hourly rate of $15, effective February 19, 2016 through the end of the 2015-2016 school year.

Leave of Absence

Recommend Board approval of the request of Donna Biser, 4th Grade Teacher at East York Elementary for an intermittent FMLA leave of absence starting February 24, 2016.
Additional Substitute Teachers for 2015-2016
Jennifer Seufert

William Toth
Additional Guest Teachers for 2015-2016

Christopher Fisher

Jennifer Peters
Additional Volunteer Coach for Spring 2015-2016
Nathan Cozzens – Volleyball
Additional Volunteers for 2015-2016

Amanda Bair

Wendy Berg

Susan Bryant

Craig Egger

Nicole Eisenhart

Jeffrey Ierley

Crystal Ierley

Emily Kefauver

Katie King

Tammy Levin

Kelly Martin

Ann Oestereich

Joshua Osborn

Sheila Powers

Elizabeth Rumbaugh

James Sanders

Karl Schlenz

Megan Sheely

Kimberly Stambaugh

Danielle Thorn

Christy Torres

Bill Toth

Kris Trimmer

Virginia Trimmer

Pamela Wilt

Policy Review Committee Report – Mr. Thoman
The Policy Review Committee recommends Board approval of the following revisions to Policies and Board Operating Guidelines (BOG). [Motion; Discussion; Roll Call Vote]
1. 006.1 Attendance at Meetings Via Electronic Communications
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
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
  Mr. Thoman reported above.
  
  Motion, Bates, Second, Freireich; Approval.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
Additional Committee Reports
No additional committee reports.

Lincoln Intermediate Unit Board Report – Mr. Robinson
No report
York Adams Academy Report – Mrs. Freireich
No report
York Adams Tax Bureau Report – Ms. Mason
No report
York County School of Technology – Mrs. Schroeder
No report
Recognition of Visitors
Ms. Leopold-Sharp thanked the members of the community that attended the evening’s meeting.
Board Meeting and Committee Schedule
Ms. Leopold-Sharp reported above.

Dr. Merkle reported that high school teacher, Leslie Gentzyel is to be commended for her work with the Science Olympiad students.
Public Comment
An opportunity was provided for public comment. There was none at this time.
Adjournment
The meeting was adjourned at 8:13 PM.

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