Minutes 2017-04-03

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
APRIL 3, 2017 - 7:00 PM
PROVARD EDUCATION CENTER

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, Ellen Freireich, Lynne Leopold-Sharp, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Peyton Stuart (Student Representative – arrived 7:11 PM)
  
  Members not present – Scott Eden, Michael Thoman
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. There was none at this time.
Board President’s Report - Ms. Leopold-Sharp
1. York County Science and Engineering Fair
  1. Mrs. Leslie Gentzyel, High School Science Department Chair, will present the High School award winners:
    1. Zoe Prats, Reserve Grand Champion – daughter of Mr. Jaime and Mrs. Melanie Prats, Project, “Enhancement of Radiation Cytotoxicity by Gold and Iron Oxide Nanoparticles”
    2. Elizabeth Huh, Grand Champion – daughter of Mr. Chulhaeng Huh and Mrs. Eunae Ma, Project, “The Regulation of ATF4/CHOP by c-Myc in NSAID-induced Chemoprevention”
      Mrs. Gentzyel introduced Zoe Prats, a sophomore student, who did her research work at Johns Hopkins University during the past summer.
      
      Zoe Prats provided an overview of her project. Board members interacted with some questions for Zoe.
      
      A certificate of accomplishment was presented to Zoe.
      
      Mrs. Gentzyel introduced Elizabeth Huh, a senior student, who did her research work at the University of Pittsburgh at a Summer Institute.
      
      Elizabeth provided an overview of her project. Board members interacted with Elizabeth with some questions.
      
      A certificate of accomplishment was presented to Elizabeth.
      
      Mrs. Gentzyel reported that Elizabeth will be going to Los Angeles for the International Science and Engineering Fair in May with the other Grand Champion from Red Lion Area High School. A science teacher from Red Lion SD will be the chaperone. Both Zoe and Elizabeth represented YS at the Science Olympiad last week and came home with medals. They represented YS well!
      
      Board members thanked Mrs. Gentzyel for her leadership and enthusiasm.
      
      Peyton Stuart (Student Representative) arrived at 7:11 PM.
  2. Mr. Jamie McFadden, Middle School Science Department Chair, will present the Middle School award winner:
    Steven File, Junior Division Reserve Grand Champion – son of Mr. Steven File and Ms. Gretchen File – Project, “The Effect Of Hydroponics vs. Traditional Methods”
    
    Mr. McFadden introduced Steven File.
    
    Steven File provided an overview of his project.
    
    Board members interacted with Steven with some questions.
    
    A certificate of accomplishment was presented to Steven.
    
    Dr. Merkle stated that the District is very proud and fortunate to have these three students and extended congratulations to their parents. The hard work of Mr. McFadden and Mrs. Gentzyel was noted and they were thanked for their leadership of the science department.
2. Board Meeting Schedule Discussion – 2017-18
  Ms. Leopold-Sharp reviewed above information and asked for any concerns. A vote will take place on April 17.
3. National School Boards Association Report
  Conference attendees will report out on the conference programs.
  
  Ms. Leopold-Sharp highlighted above.
  
  Mrs. Schroeder reported her time attending the conference was well spent, she was energized and encouraged fellow boad members to take advantage of this opportunity. A guidebook from the conference’s workshops of many different topics was shared with Board members. She will plan to share specific information with the Communications Committee.
  
  Ms. Shaffer reported her experience at the conference was an inspiration to remind us how fortunate we are at YS and the way the YS community values education. General session speakers included Captain Scott Kelly, history-making U.S. Astronaut and retired U.S. Navy Captain and Arianna Huffington, founder of The Huffington Post, Founder and CEO of Thrive Global and Author. One of Captain Kelly’s session themes was, The Sky is not the Limit. Ms. Huffington shared that we tend to take better care of our cell phones than ourselves. Ms. Shaffer was invited to participate in a NSBA focus group about prescription drugs with respect to the association of the district and plans to share specific information with Dr. Merkle and Ms. Mason. She encouraged fellow Board members to attend a conference if they are able. Next year, the conference is in San Antonio and the following year, the conference comes to Philadelphia. Ms. Shaffer gave a demonstration of an interaction she experienced at the conference with a crumbled $20 bill – no matter how many times you get stamped on and crumbled, you still have value in your life.
  
  Ellen Freireich reminded Board members Ms. Huffington was an Exchange Student with the Rotary Club of York during her teen years.
Superintendent’s Report - Dr. Merkle
1. School Division Report – Middle School
  Dr. Krauser and Dr. Monos presented the above information.
  
  Dr. Merkle reported that great things are happening at the middle school. She thanked the Administration’s leadership and what they model to the teachers and their engagement with the students.
2. 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.
  
  A discussion continued and the point was – some of the $276,569 cost figure will not occur each year due to capital expenses at approximately $40,000.
  
  There will be a vote on April 17.
3. The Administration will be recommending Board approval of the addition of a full-time teaching position for the district-operated Autistic Support class at the primary level.
  Dr. Merkle reported above.
4. The Administration will be recommending Board approval of the addition of a full-time teaching position for the district-operated Emotional Support class at the primary level.
  Dr. Merkle reported above.
5. 2016-17 District Goal Review - Dr. Merkle will provide an update on the progress on the District Goals.
  Dr. Merkle reviewed above.
  
  A discussion took place and points were – in lieu of tax payment by Wellspan, the District is looking to do something on a larger scale; the Skyward implementation is complete, there is a personnel piece with Skyward used for the hiring process that the Administration will continue to review along with a new procedure that started this year; Infinite Campus will remain as the student management system; from a financial management standpoint, it is anticipated the implementation of Skyward will provide assistance with the audit.
6. 2017-18 Draft District Goals
  Dr. Merkle reviewed above. There was no discussion and there will be a vote on April 17.
7. Mental Health Services Update – Mrs. Hasenfuss will provide an overview of a program to bring mental health services into our secondary schools.
  Mrs. Hasenfuss reported the district applied for an out-patient clinic in our school building from Community Care Behavioral Health, a branch of Department of Human Services. We were approved and have been accepted in the program. The next step is to interview agencies and programs and see what will be the best fit with our needs. There is no extra cost to the district, only space in the secondary buildings.
  
  A discussion continued and points were – the time period of the grant is ongoing; services are selected to meet the needs of students; personal health insurance of the family can be involved; district is not involved with billing and assists with scheduling minimally; if a student’s family does not have insurance, the provider will assist with getting coverage for the student; parental willingness is a question the Administration plans to ask during interviews with providers; the Student Assistance Program will continue; other districts have seen an improvement with students participating in therapy, etc. as it takes place during the school day; there is space available at both buildings and it can be a shared space during the other days of the week. Congratulations was heard around the Board table!
Business Office Report - Ms. Mason
1. Items being recommended for approval on April 17, 2017.
  1. The Administration recommends Board approval of the Resolution Authorizing Proposed Final Budget display and advertising for the 2017-18 Budget.
    Ms. Mason reported above. Mr. Posenau will talk moe about this during Finance Committee report.
  2. The Administration recommends Board approval of the Transfinder Contract and License Agreement for a total amount of $23,495. This agreement is a three year agreement for software to be used in place of Versa Trans as our transportation software with our new transportation contractor.
    Ms. Mason reported above.
  3. The Administration recommends Board approval of network switches and wireless access points to PEPPM at a total cost of $___. These are needed to replace exisiting switches and access points at the High School, Middle School and Valley View Elementary whose components are end of support life.
    Ms. Mason reported above. These are fully managed.
    
    A discussion continued and points were – these are fully managed; the e-rate price will be available at the April 17 meeting.
  4. The Administration recommends Board approval of a one year license agreement with FORCECAST5 in the amount of $7,500.
    Ms. Mason reported above. This is analytical tool the Administration discovered while attending a PA School Business Officials’ conference and will provide valuable information.
  5. The Administration recommends Board approval of the bid to ___ for the water heater replacement that services the High School, Education Center and Maintenance Building at a cost of $___.
    Ms. Mason reported above. This bid is being opened on April 10 at 1:00 PM.
  6. The Administration recommends Board approval of a two year extension to the contract for audit services to Smith Elliott Kearns & Company, LLC for 2017-18 in the amount of $25,100 and 2018-19 in the amount of $25,750.
    Ms. Mason reported above.
  7. Informational
    1. Food Service Proposal Update
      Ms. Mason reported the food service proposals were sent out to nine companies, five companies replied and we had to deny one out of state company per PDE’s review for lack of using appropriate forms. The Administration is working through the comparisons of the four companies, working through a rubric. The Board will have final approval in May or June as annual renewal process. The four companies are Aramark, Metz Culinary Management, Nutrition Group and Whitsons.
      
      A discussion continued and points were – this process is radically different from our last search when the District moved from an in-house service to an outside vendor; identifying the best match is the challenge at this time.
    2. Ms. Mason provided an update on the bid for the East York Elementary School kitchen project. Discussions took place with the architect and the general contractor about the one bid that was received and it was decided it was a good bid. The total bid of $204,200 included $115,000 for food service equipment. The difference would go through capital improvement. There is not enough time to re-bid and get through the inspection that will be due in the fall or winter.
      A discussion took place and the points were – there are no concerns with the single bidder, the solicitor has given approval to proceed; this was discussed at Finance Committee meeting and it was decided this is the best way to proceed; the bid is from East Coast Contracting, Inc., the same contractor for high school projects-stadium security enhancement and door replacement and secure access; this is a small project and information that was shared at pre-construction meetings is school business is busy this summer and contractors are stopping with their bidding on projects when their schedule is full; plans for the future bidding includes going out earlier to get reliable contractors for projects.
      
      An opportunity was provided for public comment. There was none at this time.
Student Board Representative Report - Peyton Stuart
Mr. Stuart provided an athletic report. The Musical was a success. The music department trip to Orlando for five days was lots of fun and a concert was given at Universal Studios in a great location by the water. Field trips recently included New York City with the opportunity to see “Wicked” on Broadway, Washington DC to experience the Holocaust Museum and another trip to Washington DC to explore the city and participate in a massive scavenger hunt. The Advanced Placement Exams start on May 8 for two weeks. The 4th marking period started recently. Course slection process took place for next year. A new implementation for junior privileges has begun to allow students to leave during a study hall. The Student Council continues with Prom planning and officer elections. The National Honor Society will be having an egg hunt at Valley View and Yorkshire on April 16, one session in the morning and one session in the afternoon. Inductions were recently held for National Spanish Society, National German Society and National Art Society.
Committee Reports - Ms. Leopold-Sharp
1. Academic Standards and Curriculum Committee - Mrs. Schroeder
  The minutes of January 18 and February 15 are provided.
  
  Mrs. Schroeder reported above.
2. Finance Committee - Mr. Posenau
  1. The minutes of March 1 are provided.
    Mr. Posenau reported above.
  2. Mr. Posenau will provide an update on Finance Committee budget discussions.
    Mr. Posenau reported back in the fall, approval was given for a 2.8% tax increase with applying for exceptions. With efforts of the Administration and Board, the Finance Committee proposes reducing from a 2.5% index to 1.5% tax increase. This can be funded with a two-month insurance holiday. The Trust has been gaining $200,000 per year in last six years. Use of $350,000 of the unassigned fund balance and $42,000 of retirement assigned fund balance is also proposed to balance the budget. Another proposal would include the allocation of end of year surpluses to replenish the capital reserve and retirement fund.
    
    A discussion took place and points were – this proposal will not eliminate anything for students and still have the ability to fund full day kindergarten; looking long-term for meeting needs of District and giving relief to tax payers at the same time; the Administration does anticipate additional expense for transportation and details should be available in a few weeks; this proposal would allow the fund balance at a healthy level and at the state and board policy recommended amount of 5%; since the 2012-13 school year, a one-month insurance holiday has occurred; the dollars in the Lincoln Benefit Trust is taxpayer money; if anything unexpected occurs in Harrisburg with the budget that would affect our budget, an opportunity is usually provided to re-open the budget if necessary; thanks was extended to Mr. Posenau, Ms. Mason and Dr. Merkle for leadership with this budget recommendation.
    
    Dr. Merkle responded to a question about salaries of new hires by stating that the administration seeks to balance experience with “rookies”, thereby balancing the salary impact.
3. Additional Committee Reports/Announcements
  There were no additional committee reports and/or announcements.
Lincoln Intermediate Unit – Mr. Robinson
The minutes of January 25 for the regular Board meeting of the York Learning Center Joint Authority are provided.

Mr. Robinson reported a meeting is scheduled tomorrow.

An opportunity was for public comment. There was none at this time.
York Adams Academy - Mrs. Freireich
No report
York County School of Technology - Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of March 30 is provided.

Mrs. Schroeder reported above. YCST student enrollment applications are in and 45 YS students have been accepted for next school year, which is down by less than ten students. Next year’s projected student enrollment is 1,720. An outstanding assembly occurred on cyber bullying and it was very well received.
Board Meeting and Committee Schedule
Ms. Leopold-Sharp 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.
Adjournment
The meeting was adjourned at 8:25 PM.

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

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

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