Minutes 2017-03-20

YORK SUBURBAN SCHOOL BOARD
REGULAR MONTHLY MEETING
MARCH 20, 2017 – 7:00 PM
PROVARD EDUCATION CENTER

An Executive Session will be held prior to the meeting at 6:45 PM.

M I N U T E S
(approved on April 17, 2017)

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, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer (arrived at 7:51 PM), Michael Thoman
  
  Members not present – Peyton Stuart (Student Representative)
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.
  
  Dick Grau, 2401 Cambridge Road - commented on the followng items, Ms. Leopold-Sharp’s and the commentator’s handling the crowd at the recent education session on legislative proposal for shift in property tax held in the high school auditorium; transportation contract; Senate Bill 76; consideration of older folks in the community when discussing school tax increase.
4. Discussion and Action on Board Minutes. Approval of the Minutes of the Planning Committee Meeting of March 6, 2017 and the Regular Monthly Meeting of February 27, 2017. [Public Comment; Approval as submitted/corrected]
  Ms. Leopold-Sharp reported the minutes will stand approved 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 on 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 28, 2017 [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, Posenau, Second, Thoman; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
Board President’s Report - Ms. Leopold-Sharp
1. Congratulations to the following National Merit Finalists:
  1. Elizabeth K. Huh, daughter of Mr. Chulhaeng Huh and Mrs. Eunae Ma
  2. Molly R. Sargen, daughter of Mr. Jeff and Mrs. Braquel Sargen
    Ms. Leopold-Sharp reported above and presented a certificate of accomplishment to Elizabeth Huh. Molly was unable to attend.
2. The Board met following the Regular Monthly Meeting on February 27, 2017 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing personnel matters. No official action was taken.
  Ms. Leopold-Sharp reported above.
3. The Board met following the Planning Committee Meeting on March 6, 2017 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of personnel contract discussion. No official action was taken.
  Ms. Leopold-Sharp reported above.
4. The Personnel Committee met on March 7, 2017 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing legal matters related to a grievance and personnel matters.
  Ms. Leopold-Sharp reported above.
5. The Board met prior to this meeting in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing personnel contract issue. No official action was taken.
  Ms. Leopold-Sharp reported above.
Superintendent’s Report - Dr. Merkle
1. The Administration will be making a recommendation to the Board for the implementation of a district operated autistic support program at the primary level, effective August 2017.
  Dr. Merkle reported above.
  
  Mrs. Hasenfuss reviewed the above presentation.
  
  A discussion continued and points were – increase in students being diagnosed on the autism spectrum was explained; if classroom enrollment goes above the 10 student recommendation during the first year, the Intermediate Unit would allow the student to be placed in a fair share classroom in another district; maximum of 10 students per classroom is best practice and is the IU’s recommendation and for full-time students is mandated; the district currently has more fair share classrooms than its obligation; another classroom could be added if numbers increase significantly; at this time, there are currently three students diagnosed with autism spectrum coming into kindergarten for next school year; advantages include cost and comfort of student in a school where they recognize some of their neighbors which allows comfort for the student; another benefit is the non-autistic students can learn about autism; Sesame Street is adding a new character puppet with autism.
  
  Dr. Merkle concluded the discussion stating the first things we looked at was the value to the student followed by looking at financial savings. The district anticipates a successful program with outstanding principals and teachers, a new Director of Educational Services with strong primary background and the strong special education background of Dr. Maloney and Mrs. Hasenfuss. This recommendation will be part of the agenda for the Academic Standards and Curriculum Committee meeting on Thursday. No additional information was requested by Board members.
2. Student Enrollment Report
  Dr. Merkle reported above.
3. Personnel Management Report - Dr. Merkle will provide an overview of this detailed report and respond to questions.
  Dr. Merkle reported above.
4. The Administration recommends Board approval of the immediate expulsion of SID# 9093600745, as set forth in the Administrative Disciplinary Hearing Agreement following a hearing conducted by Board appointed hearing officer, Victoria Gross. The student will continue placement at an alternative school for the remainder of the 2016-17 school year. An evaluation of the student’s performance will be conducted during May to determine if the student is prepared to return to York Suburban. [Motion; Discussion; Roll Call Vote]
  Motion, Bates, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
5. The Administration recommends Board approval of the immediate expulsion of SID# 4803282234, as set forth in the adjudication prepared by Attorney Brooke Say following a disciplinary hearing conducted by a committee of the Board. Following a one year expulsion, the student may apply to return to York Suburban if the terms of the adjudication are met. [Motion; Discussion; Roll Call Vote]
  Motion, Bates, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
6. The Administration recommends Board approval of the immediate expulsion of SID# 4524573895, as set forth in the adjudication prepared by Attorney Brooke Say following a disciplinary hearing conducted by a committee of the Board. The student will be placed at an alternative school. Following a special education evaluation, a more appropriate alternative school may be identified. Following a one year expulsion, the student may apply to return to York Suburban if the terms of the adjudication are met. [Motion; Discussion; Roll Call Vote]
  Motion, Freireich, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
7. The Administration recommends Board approval of a revised 2016-17 calendar noting a change to the end of the secondary third marking period date from March 15, 2017 to March 16, 2017. [Motion; Discussion; Roll Call Vote]
  Dr. Merkle reported above.
  
  Motion, Bates, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
8. The Administration recommends Board approval of the Memorandum of Understanding between the York Suburban School District and the York Suburban Education Support Personnel Association, defining appropriate pay rates for Sundays and holidays. [Motion; Discussion; Roll Call Vote]
  Dr. Merkle reported above.
  
  Motion, Freireich, Second, Bates; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
Business Office Report - Ms. Mason
1. The Administration recommends awarding the bid to Washington & Dowling Contractors for the Middle School Curb project in the amount of $78,710. [Motion; Discussion; Roll Call Vote]
  Motion, Freireich, Second, Posenau; Approval.
  
  Ms. Mason reported this amount was slightly over the estimated cost due to additional ramps in the specifications
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
2. The Administration recommends awarding the General Contractor bid for the High School Stadium Security Enhancement project to East Coast Contracting, Inc. in the amount of $55,700. [Motion; Discussion; Roll Call Vote]
  Motion, Schroeder, Second, Freireich; Approval.
  
  Ms. Mason reported this bid had an electrical component and no one bid on that component. After consulting with the solicitor, since McCarty & Son is doing the high school project door project, we can get a change order for this work and the cost for both was approximately $18,000 lower than we estimated this project.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
3. The Administration recommends awarding the following bids for the High School Door Replacement and Secure Access project; East Coast Contracting, Inc. as General Contractor in the amount of $605,000 and McCarty & Son as Electrical Contractor in the amount of $304,723 for a total bid award of $909,723. [Motion; Discussion; Roll Call Vote]
  Motion, Posenau, Second, Bates; Approval.
  
  Ms. Mason reported this project came in $153,000 below the estimated cost.
  
  Roll Call Vote, all present, yes. Motion carried 8-0.
4. Ms. Mason reported there was an item for East York Elementary School kitchen project on the Planning Committee meeting agenda. The bids for this project came in extremely high. Since this project is necessary, the Administration and architect will be looking at alternatives for that project.
5. The Administration recommends Board approval of an annual contract with Tomlinson Bomberger for fertilizer, weed and grub control District wide for a total of $6,020. [Motion; Discussion; Roll Call Vote]
  Motion, Bates, Second, Freireich; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
6. The Administration recommends Board approval of the contract in the amount of $1,250 with Klock Entertainment for DJ services for the Prom on May 20, 2017. [Motion; Discussion; Roll Call Vote]
  Motion, Frereich, Second, Bates; Approval.
  
  A discussion continued and the points were – this cost is really expensive; services will be provided for five hours during Prom.
  
  Ms. Shaffer arrived at 7:51 PM.
  
  Roll Call Vote, all present, yes, with the exception of Schroeder, no, Eden, no, Shaffer, abstain. Motion carried 6-2-1.
7. The Administration recommends Board approval of the Resolution to Recognize the Yorkshire Elementary School PTO as a Civic and Service Association as required by the Local Option Small Games of Chance Act. [Motion; Discussion; Roll Call Vote]
  Motion, Freireich, Second, Bates; Approval.
  
  A discussion continued and points were – historically, PTO groups were not permitted to have small games of chance as fund raisers, no objection for this as long as all groups are operating the same; paperwork was not able to be found and this resolution provides the opportunity for the Yorkshire PTO group to hold their Lego Bingo on Saturday; Solicitor Say reported this is state law and the license is effective for one year, this used to be a stand alone policy and is now included in policy 915 and read the section that pertains to this request.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
8. Informational
  1. Budget Update
    Ms. Mason provided and reviewed budget handouts with Board members.
    
    Mr. Posenau, Finance Committee Chair, reported the committee has discussed for 2017-18 budget using a two month holiday in medical insurance, use some money for PSERS retirement payments, range of 1.5% to 1.7% tax increase instead of 2.1%.
    
    A discussion continued and points were – using the assigned retirement funds as opposed to another month of holiday for medical insurance, trying to find a way that will benefit both the tax payers and the District; per the Act 1 timeline, the Board would vote on a preliminary final budget in April, followed by adoption of the final budget in May; at this time, there is estimated a $600,000 surplus in this year’s budget; the Finance Committee will plan to discuss the assignment of the surplus as the unassigned fund balance is at cap, possibilities include putting the surplus towards retirement payments or capital reserve; the fund balance is 8.1% of the budget, the Board guidelines suggest maintaining 5% and the state guideline is 8%; the careful planning of the Administration and Board deserves credit for this stability and moving in a positive direction; it is unknown where the District will finish at the end of the year and the state would not consider being out of compliance with a 8.1% fund balance; the decision of when to vote for a final budget can be decided at the April meeting, a postponement until June may be necessary if there is a delay with budget information at the state level or if property tax reform gets action in the legislature, at this time there is no concern; caution was stated about taking money out of fund balance as it would be necessary to put back in double for the next year; historically, there was a concern of creating a gap and not as much of a concern at this time; at he current millage the taxes for the Memorial Hospital property is $96,000; additional information about the trust fund for health care was requested from a Board member, District payouts for five years, average top claim, risk analysis; it was suggested that the Finance Committee review this information.
  2. Food Service Department Report
    1. Dining Review Report for February
    2. Sales Report
      Ms. Mason reported five bids have been received for the new contract for service and they are very competitive. A bid overview will be available at the April meeting.
Student Board Representative Report - Peyton Stuart was absent this evening.
Committee Reports - Ms. Leopold-Sharp
1. Communications Committee - Ms. Shaffer
  The Activity and Communications Reports are provided.
  
  Ms. Shaffer reported above.
2. Finance Committee – Mr. Posenau
  The Finance Committee recommends the Board approve awarding Reliance Student Transportation LLC a five year transportation contract for the period 2017-18 through 2021-22 in the amount of $10,464,657. [Motion; Discussion; Roll Call Vote]
  
  Mr. Posenau reported above.
  
  Motion, Freireich, Second, Schroeder; Approval.
  
  Mr. Posenau reported while money is always a consideration and what we really reviewed was a timely support of academics for the students, safety and a new infrastructure and systems. Dr. Merkle added that the District is very excited that we are getting all of this with the recommendation.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
  
  Dr. Merkle acknowledged Mr. Polli, Reliance representative in attendance this evening and shared that the District is looking forward to a strong partnership with Reliance and YS. Welcome back.
3. Personnel Committee – Ms. Bates
  1. The minutes of February 7 are provided.
    Ms. Bates reported above.
  2. Consent Agenda [You have before you the Personnel Report which includes retirement, resignation, appointment, employment, prospective teacher as a substitute teacher, volunteer spring coach and 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; Public Comment; Roll Call Vote]
    Motion, Bates, Second, Frereich; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
    
    Dr. Merkle commented on the retirements that were accepted this evening. Mr. David Coombs has been with YS many years and is part of the culture of YS. Dave has a young daughter in YS and we will continue to see Dave. Mr. Greg Jean has an opportunty with his own business with unique endeavors. Dr. Merkle thanked Mrs. Intrieri, in attendance this evening, for her patience this evening and welcomed her to a full-time position to start next school year. Dr. Ketterman, in attendance this evening, has been with the District for a number of years, she has really helped us with very important transitions, was instrumental with early learning program and welcomed her to Education Center as Director of Educational Services.
    1. Retirement
      1. Recommend Board approval of the retirement of David Coombs, Custodian at the High School and District Courier, effective June 30, 2017. Mr. Coombs is retiring after having served 35 years with York Suburban School District.
      2. Recommend Board approval of the retirement of Gregory Jean, 6^th Grade Teacher at the Middle School, effective August 14, 2017. Mr. Jean is retiring after having served 21.5 years in education, all with York Suburban School District.
    2. Resignation
      Recommend Board approval of the resignation of Amy Intrieri as a Library Aide at the Middle School effective March 6, 2017.
    3. Appointment
      Recommend the appointment of Dr. Tawn Ketterman to the position of Director of Educational Services effective on or about July 1, 2017 at the salary of $138,500.
    4. Employment
      1. Recommend the extension of employment of Carol Brown as a Long-term Substitute Instructional Support Aide at Indian Rock Elementary effective March 27, 2017 through the last day of the 2016-2017 school year at the hourly rate of $9.55.
      2. Recommend the employment of Ty Gulley as a seasonal maintenance employee at the hourly rate of $8.50, effective March 21, 2017.
      3. Recommend the employment of Amy Intrieri, who is currently a 50% Music Teacher, as a full-time Music Teacher at the salary of $57,625 (B.S. – Step 4) beginning with the 2017-2018 school year.
      4. Recommend the employment of Lydia Leik as a Substitute Office Aide at the hourly rate of $9.55, effective March 6, 2017.
      5. Recommend the employment of Lydia Leik as a Substitute Administrative Assistant at the hourly rate of $10.50, effective March 6, 2017.
      6. Recommend the employment of Tyler Page as Co-Assistant Baseball #2 Coach at the salary of $1,215.50 which represents 50% of Step 1 of the Extracurricular Salary Schedule, effective March 6, 2017.
      7. Recommend the employment of Valerie Rivera as a 5-hour per day Custodian at East York Elementary at the hourly rate of $13.39, effective March 21, 2017.
      8. Recommend the extension of employment of Rachael Schwimer as a Long-term Substitute Learning Support Teacher at the Middle School effective March 27, 2017 through the last day of the 2016-2017 school year at the daily rate of $105.
      9. Recommend the employment of Collin Slenker as a seasonal maintenance employee at the hourly rate of $8.50, effective March 21, 2017.
    5. Recommend the employment of the following Prospective Teacher as a Substitute Teacher at the daily rate of $100, effective March 21, 2017.
      
      Lauren Van Pelt
    6. Recommend Board approval of the following Volunteer Spring Coach for 2016-2017:
      
      Kenneth Steward Softball
    7. Recommend Board approval of the following Volunteers for 2016-2017:
      
      Sean Althouse
      Jana Finch
      
      Taryn Heiland
      
      Luanne Hershey
      
      Rachel Quinn
      
      Kelly Sheasley
      
      Nicole Torres
      
      Stacey Walsh
4. Policy Review Committee - Mr. Thoman
  The Policy Review Committee recommends Board approval of the following policy revisions.
  1. 251 Homeless Students - substantive changes as recommended by PSBA
  2. 255 Educational Stability for Children in Foster Care (New)
  3. 004-BOG-7 Oath of Office Certificate (New)
  4. 200 Enrollment of Students - no recommended changes
  5. 201 Admission of Beginners - no recommended changes
  6. 202 Eligibility of Nonresident Students - no recommended changes
  7. 203 Immunizations and Communicable Diseases - no recommended changes
  8. 203.1 HIV Infection (Delete) – dated language – covered in 203
  9. 205 Postgraduate Students - no recommended changes
  10. 206 Assignment Within District - no recommended changes
  11. 207 Confidential Communications of Students - no recommended changes
    [Motion; Discussion; Roll Call Vote]
    
    Motion, Thoman, Second, Shaffer; Approval.
    
    A discussion continued and points were – the extensive re-write of the 251 Homeless Students policy does try to provide information in clear and concise manner and does not necessarily affect the previous version; the significant challenge is identifying and defining the period of time.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
5. Additional Committee Reports
  Mrs. Schroeder reminded Board members of the Academic Standards and Curriculum Committee meeting scheduled on Thursday at 4:30 PM. The agenda does include the Administration’s recommendation for the implementation of a District operated autistic support program at the primary level that was discussed earlier in the meeting.
Lincoln Intermediate Unit Board Report - Mr. Robinson
The “…by Dawn’s Early Light”, highlights of the LIU Board meeting of March 7 is provided.

Mr. Robinson reported above.
York Adams Academy Report - Mrs. Freireich
Mrs. Freireich reported 11 students from YS attend YAA. The March Board meeting was canceled to allow members to attend the York County Alliance for Learning (YCAL) dinner.
York Adams Tax Bureau Report - Ms. Mason
No report
York County School of Technology - Mrs. Schroeder
No report
Recognition of Visitors
Board Meeting and Committee Schedule
Ms. Leopold-Sharp reported above.
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.

Dick Grau – inquired how many teachers for the recommendation of District operated autistic support program at the primary level.

Dr. Merkle replied the recommendation includes one teacher and two aides in the classroom and other items are built into the total amount to support the whole program.

Steve Scalet – introduced himself as running for the school board and is attending this evening to observe a meeting.

Derryl Wolpert – 701 S. Kershaw Street – introduced himself as an officer of the Yorkshire Elementary PTO, apologized for his earlier interruption during the discussion, extended thanks to Ms. Mason for getting this item on the agenda this evening.

Dr. Merkle thanked the officers that were in attendance this evening for their work with the Yorkshire PTO.

A discussion continued with Board members and the points were – the individual organizations have their own 503(C) non-profit status separate from the district and it does get expensive for the organizations to maintain this status; the solicitor commented best practice is to keep the organizations separate from the district in their operation as a true non-profit organization per the organizations’ by-laws and school district financial management; the organizations report their financials each year to the Administration and a check could be done on their status with being a non-profit organization.
Adjournment
The meeting was adjourned at 8:40 PM.

/s/ Corinne D. Mason, PRSBA, M.Ed.
Board Secretary

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