Minutes 2016-11-07

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

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

General Business

Call to Order - Ms. Shaffer
1. Pledge of Allegiance to the Flag
  Ms. Shaffer called the meeting to order with the Pledge of Allegiance to the Flag.
2. Roll Call
  Members present – Emily Bates, Scott Eden (arrived 7:15), Ellen Freireich, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Peyton Stuart (Student Representative)
  
  Member not present – Lynne Leopold-Sharp
3. Public Comment. All comments and questions will be addressed to the President. Board and staff members will not normally respond to comments or questions during the meeting unless recognized by the President for this purpose. Comments will be limited, at the discretion of the President, to five minutes or less.
  An opportunity was provided for public comment.
  
  Lexi Spicher, 2820 Forrest Lane – YS 2007 Graduate, YS Resident, teacher in neighboring district, has two daughters that will eventually attend YS – shared research and comments about Full Day Kindergarten vs. Half Day Kindergarten, suggest not moving to FDK for all students.
Board President’s Report - Ms. Shaffer
1. The Board met following the Regular Monthly Meeting on October 24, 2016 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing personnel and legal items. No official action was taken.
  Ms. Shaffer reported above.
2. A committee of the Board met with representatives from York Suburban Education Association (YSEA) on October 26, 2016 at 6:30 PM in Executive Session for a Fireside Chat as permitted by Section 707 of the Sunshine Act for the purpose of discussing Personnel matters. No official action was taken.
  Ms. Shaffer reported above.
3. Nominating Committee Report – The Nominating Committee will meet on November 16 at 6:00 PM in the Education Center.
  Ms. Shaffer reported above in absence of Nominating Committee Chair, Scott Eden.
Superintendent’s Report - Dr. Merkle
1. Dr. Merkle commented on having a wonderful day in Washington DC today for the celebration of the National Blue Ribbon Awards. During the day, she was surrounded by exceptional educators, hearing an inspirational morning address given by the Secretary of Education that is a product of the New York State Public School System and speaking very highly of the teachers that gave him the opportunity for success and seeing students that were involved in the program. She attended the celebration with Dr. Ellis, YSHS Principal and Mr. Wickenheiser, Math department chair. She congratulated everyone in the District and community.
2. District-Affiliated Report – YS Communities That Care – Melissa Plotkin, CTC President; Kristy Atkinson, CTC Mobilizer
  Melissa Plotkin and Kristy Atkinson reported the CTC Board has been and will continue to be very busy this school year working on a strategic plan by thoroughly reviewing all aspects of the organization. CTC is increasing communications with a quarterly newsletter. CTC worked in conjunction with York County Heroin Education Program with an assembly in the morning for high school students and a community program in the evening. It was a very successful program with the students as they were able to ask questions and shared very honestly. CTC has started to work in conjunction with the District ESL teachers for a culture club that pairs students in middle school and elementary school that share culture and language. The club currently meets once per month. CTC has reached out to connect with all the new families to the District this school year. Evaluation of the PA Youth Survey (PAYS), taken by high school students, continues.
  
  Mr. Eden arrived at 7:15 PM.
  
  CTC appreciates all the District support and the community financial support that allows the organization to continue its work.
  
  Dr. Merkle extended thanks to Mrs. Plotkin and Mrs. Atkinson for their work with CTC. The support of CTC is very much appreciated and their support is felt throughout the District.
3. Full Day Kindergarten Study Update – Dr. Merkle will provide a brief update on this study.
  Dr. Merkle reported the Full Day Kindergarten Study results were turned over to the Administrative Cabinet and decisions will be made in the next eight days. If there is to be an administrative recommendation for FDK, it will be brought to the Board on November 21 along with the research and study results. If there is to be a recommendation preented to the board, it will be shared with the folks that have attended the various programs that were provided by the District during the FDK Study so that they are aware.
  
  A discussion continued and points were – at the various programs, most people understood both sides; the presentation by Administration on November 21 will include facts and figures; the community member that commented earlier during the meeting on FDK will receive information about the recommendation when it is available.
4. Chapter 339: Guidance Services Plan
  Mrs. Hasenfuss introduced Mrs. Kerri Henry and Mrs. Lesli Goodhart who reviewed the above presentation.
  
  Dr. Merkle expressed gratitude and asked that it be shared with the entire committee for all of the effort put forth in the development of this plan. This will extend the work throughout the District to meet the needs of all students.
  
  Mrs. Henry mentioned that the team understands the importance of having the support of the Board and Administration especially as the team discussed with other districts where their support was minimal.
5. District Goals Update – Dr. Merkle will provide a brief update.
  Dr. Merkle reviewed above information.
  
  A discussion took place and the point was – work in progress notation was explained as the Administration anticipates completion and is currently not there yet.
6. Professional Development Report – Dr. Maloney will provide an overview of the Professional Development program for the school year.
  Dr. Maloney reviewed above.
  
  A discussion continued and points were – data days are scheduled depending on the level, some team work, some department work and some cross curricular, a protocol is developed prior to the activity; the committee consists of two teachers from each building; collaboration day is scheduled only at the high school as high school students have the flexibility of a late entry if desired.
7. An opportunity was provided for public comment.
  Shama Mir, 104 Scarboro Drive – echoes the young mother’s comments made earlier in the meeting; with the counselors’ hands being full, if extra financial resources are available strongly suggest bringing in social workers or a program such as Communities in School in Pennsylvania, that would be a lovely option for the District.
Business Office Report - Ms. Mason
1. Items being recommended for approval on November 21
  1. The Administration recommends Board approval of the 2015-16 Audit Report.
    Ms. Mason reported above. There were no findings in the audit. A copy of the management letter was shared with Board members.
  2. The Administration recommends Board approval of a transfer of $500,000 to the Capital Reserve Fund.
    Ms. Mason reported above.
  3. The Administration recommends Board approval of the IDEA Pass-Through Funds Allocation Agreement for 2016-17. The estimated allocation is $381,897.
    Ms. Mason reported above. This federal financial resource comes through the LIU and approval of the contract is necessary to receive the funds.
  4. The Administration recommends Board approval of advertising and soliciting of proposals for Transportation Contract.
    Ms. Mason reported above.
  5. The Administration recommends Board approval of advertising and soliciting of bids for the Stadium Field turf replacement.
    Ms. Mason reported above.
  6. The Administration recommends Board approval of the catering contract with Wisehaven Catering and Events for the Academic Awards to be held on May 15, 2017. Total amount of the contract is $5,319.
    Ms. Mason reported above.
  7. The Administration recommends Board approval of the Catering Sales Agreement with Wyndham Garden York for the May 20, 2017 York Suburban Prom which includes a room rental of $1,000.
    Ms. Mason reported above.
2. Informational Items
  1. Valley View PTO donation in the amount of $328.22 for the field trip to Nixon Park on April 15.
  2. Trojan Wrestling Club donation in the amount of $6,804 for the purchase of a wrestling mat.
    Ms. Mason reported above.
    
    A discussion continued and the point was – the District makes acknowledgement of the donations at a Board meeting and a thank you is sent to the individual or organization following the acknowledgement.
Student Board Representative Report - Peyton Stuart
Mr. Stuart provided an update on cross country competitions, girls volleyball competitions, football division champion, marching band, quiz bowl competition, student council, winter sports season, high school theatre club’s recent show and the musical.
Committee Reports - Ms. Shaffer
1. Academic Standards & Curriculum Committee - Mrs. Schroeder
  The minutes of August 31 are provided.
  
  Mrs. Schroeder reported above.
2. Finance Committee - Mr. Posenau
  The minutes of August 24 are provided.
  
  Mr. Posenau reported above.
  
  A discussion took place and the points were – the request to look into the tax exchange program that would encourage volunteers to participate in the community was reviewed by the Administration and after a review with Ephrata School District that has a program in place, their recommendation to the committee was not to proceed because of cost findings and the committee accepted the Administrations’s recommendation; the original intent of this suggestion was purely based on the right thing for students and community members that would add needed volunteers to the classroom while assisting community members that struggle with their tax payment, it was not to see if it was a cost savings or suggesting to eliminate a staff member.
3. Policy Review Committee - Mr. Thoman
  The Policy Review Committee will be recommending approval of the following policy revisions.
  
  Mr. Thoman reported above and discussion is noted below.
  
  Dr. Merkle reported the Building Operating Guidelines (BOGs) need reviewed when policies are revised and most of these were recently reviewed.
  1. 004-BOG-1. Filling a Board Vacancy
  2. 004-BOG-2. Application to Fill a Board Vacancy
  3. 004-BOG-3. Process to Fill a Board Vacancy (New)
    A discussion took place and points were – the committee developed this new BOG from process used last time a Board vacancy was filled; the error noted in the heading of page 2 will be corrected for the next meeting.
  4. 004-BOG-4. Reimbursement for Expenses
  5. 004-BOG-5. Expense Report
  6. 005-BOG-1. Duties of Board Officers
  7. 005-BOG-2. Board Standing Committees
  8. 005-BOG-3. Functions of Standing Committees
  9. 005-BOG-4. Solicitor Services
  10. 005-BOG-5. Solicitor Letter
  11. 005-BOG-6. Questionnaire for Propspective District Solicitors
  12. 005-BOG-7. Employment of Consultants
  13. 006-BOG-1. Public Notice of Board Meetings
  14. 006-BOG-2. Official Board Minutes
  15. 006-BOG-3. Abstentions from Voting
  16. 006-BOG-4. Abstention from Conflict of Interest Memorandum
  17. 212 Reporting Student Progress
  18. 235.1 Surveys
  19. 246 Wellness
    A discussion continued and points were – possible mental health addition to this policy; policy is driven by state legislation, PSBA develops model policy, the District does have a Wellness Committee and social and emotional health of the students is a work of this committee; it was decided the Policy Review Committee go back and do some re-work of this policy with a comprehensive search of other policies with counseling, mental health and other related topics and see if these topics are covered elsewhere or if this policy needs some revision; the Wellness Committee will be consulted during this review.
4. Additional Committee Reports/Announcements
  Ms. Shaffer asked for additional reports and announcements. There was none at this time.
Lincoln Intermediate Unit – Mr. Robinson
The LIU …by Dawn’s Early Light Board Meeting Highlights of November 1 is provided.

Mr. Robinson reported above and highlighted the comprehensive plan process.
York Adams Academy - Mrs. Freireich
Mrs. Freireich reported work has begun with 2017-18 budget. YS has 10 students and four other students have passed their entrance exams. Three other students are ready for January commencement.
York County School Technology - Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of October 27 is provided.

Mrs. Schroeder reported above. Mr. Posenau has agreed to attend the November YCST meeting in the absence of Mrs. Schroeder.
Board Meeting and Committee Schedule
Ms. Shaffer reported above.
Comments and/or Questions from the Public. All comments and questions will be addressed to the President. Board and staff members will not normally respond to comments or questions during the meeting unless recognized by the President for this purpose. Comments will be limited, at the discretion of the President, to five minutes or less.
An opportunity was provided for public comment. There was none at this time.

Dr. Merkle reported that group of Superinendents from the Lewisburg area visited our area last week. The group started with a visit to the Central York High School and then visited YS, a National Blue Ribbon School. Whitsons hosted them for lunch and we shared about the culture of YS, including components of support by School Board and supportive community. They then visitied Valley View Elementary School followed by a visit to the high school with students leading tours. There were several comments from the group at the conclusion of the visit. One of the visitors leaned to pick up trash on the floor and a student from behind took the trash, thanked the visitor for picking it up and then tossed it. Two other Superintendents went to a classroom and one of the students that gave a presentation in the classroom saw them later and asked about the presentation. The students were not informed about the visitors in the building. YS does have a special place here.
Adjournment
The meeting was adjourned at 8:11 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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