Minutes 2017-05-08

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
MAY 8, 2017 - 7:00 PM
PROVARD EDUCATION CENTER

M I N U T E S
(approved on May 22, 2017)

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, Ellen Freireich, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Peyton Stuart (Student Representative)
  
  Members not present – Lynne Leopold-Sharp, John Posenau
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.
  Ms. Shaffer reported above.
Board President’s Report - Ms. Shaffer, Vice-President

July to December 2017 Committee Schedule

Ms. Shaffer reported above.
Superintendent’s Report - Dr. Merkle
1. School Division Report – High School
  Dr. Adams provided an overview of the flex program at the high school.
  
  A discussion continued and points were – student-athletes that leave early for athletics miss time in flex not as much classroom time; a student can be mandated to see a teacher during flex; the survey results from teachers and students are helpful; some teachers and students made suggestions on the survey requesting an advisory or club period to allow relationship building with teachers and students and the Administration is reviewing this potential option for possibly once a quarter.
  
  An opportunity was provided for public comment. There was none at this time.
  
  Dr. Merkle congratulated the high school Administration for all their work with the implementation of the flex program that is very successful and benefits all teachers and students.
2. Charter School Update
  Dr. Merkle reported above.
  
  A discussion continued and the point was – the students and their families are actively seeking something different when selecting a charter school and the Administration will be contacting the parents to obtain additional information, encourage them to tour a YS building and meet with the Administration and counselors.
3. The Administration will be recommending approval of the application for Act 80 days for the 2017-18 school year for the following dates and reasons:
  August 14 – In-service for all staff
  August 15 – In-service for all staff
  October 4 – Parent/Teacher Conferences for all staff
  November 1 – In-service program for elementary staff
  November 3 – In-service program for secondary staff
  March 9 – In-service for all staff
  May 25 – In-service for all staff
  
  Dr. Merkle reported above.
4. The Administration will be recommending Board approval of the addition of two full-time aide positions for the Emotional Support program at the intermediate (grade 3-5) level. The district previously contracted with the LIU for these positions. With the change in teacher, it is an appropriate time to change the enitre staff and there will be a cost savings.
  Dr. Merkle reported above.
5. The Administration will be recommending Board approval of the addition of two full-time aide positions for the Autistic Support program at the primary (K-2) level. These positions were considered as a part of the package when the Board approved the transfer of the Autistic support program from the LIU and these positions were considered as a part of the total savings that the district would realize from this change.
  Dr. Merkle reported above.
6. The Administration will provide a brief update on the planned changes to stadium access.
  Dr. Merkle commented on the great job that Mr. Marshall is doing as the athletic director.
  
  Dr. Adams and Mr. Marshall provided above information.
  
  A discussion continued and points were – Trojan Field will remain open; staff identification badges and student identification cards (at no cost) will provide access to the stadium; an access badge for a community member will admit an individual and not multiple people for a flag football game or other similar activity; access badges will be required for adults of families in the community, not for their children; an access badge will be effective July 1 through June 30; a suggestion was made to include a date on the guidelines sheet; signs will be posted at the stadium area during the renovation this summer that will include directions for facility use following the renovation; stadium facility is getting harmed by keeping it open at all times, while it is unfortunate that community members will have to purchase an access badge for $5 per year to use the track, it is a necessary practice to keep the stadium facility safe and undamaged; various incidents of safety were shared by the Administration with non-community members’ use of the stadium area during non-school hours; the stadium area is an outdoor classroom during the school day for Valley View Elementary and High School teachers; the implementation of the access badge process is not to deter use of the facility as the community is very welcome to use the facility appropriately; a camera will be installed at the entrance turnstile; this facility is one of the few facilities in the area that have no restriction on access; monitoring use of the facility and providing a warning if necessary will provide a safe environment for the community.
  
  An opportunity was provided for public comment. There was none at this time.
7. Let’s Talk YS – Dr. Merkle will provide an overview of the recent forums.
  Dr. Merkle reported above and stated Let’s Talk YS forums were held on April 25 during the evening and April 26 during the morning. An invitation was posted in the YS PRIDE newsletter, a phone call message was sent to parents of students and the invitation was posted on the District website. The focus was soliciting feedback how the District can be a more inclusive community. Ten people attended the evening forum and nine people attended the morning forum. Five members of the community of color did attend. Items shared included new student registration process, parent involvement and non-involvement in PTOs, hardships that minority students have experienced and some expressions of feeling very welcome in the District. Being open to an ongoing dialogue was expressed with the forum attendees. The morning forum had many topics that were shared and the evening forum’s topic was mainly about inclusivity.
  
  A discussion continued and the points were – meaningful dialogue could take place with up to approximately 20 people attending a forum; forums have been held twice a year; people attending the forum were not queried how they learned about the forum; emails were shared to continue flow of communication; Board members thanked Dr. Merkle for providing these forum opportunities for the community.
  
  An opportunity was provided for public comment. There was none at this time.
Business Office Report - Ms. Mason
1. Items being recommended for approval on May 22, 2017.
  1. The Administration recommends Board adoption of the resolution to approve the 2017-18 General Operating Fund Budget in the amount of $___ and to set the real estate tax rate at ___mills. This represents a ___% increase which is ___to the state index set for the 2017-18 fiscal year.
    Ms. Mason reported above.
  2. The Administration recommends Board adoption of the resolution authorizing the distribution of $___ of state gaming funds to ___eligible homestead properties and ___ farmstead property under Section 342 of Act 1. This certified amount is ___ more/less than the amount certified for the 2016-17 year. The real estate tax reduction amount applicable to each approved homestead for 2017-18 is $___.
    Ms. Mason reported above.
  3. The Administration recommends Board approval for the Director of Finance to authorize all of the necessary transfers required for the 2016-17 fiscal year that are needed after June 30, 2017.
    Ms. Mason reported above.
  4. The Administration recommends Board approval of the following Depositories for 2017-18:
    1. Adams County National Bank
    2. Pennsylvania School District Liquid Asset Fund (PSDLAF)
    3. Integrity Bank
      Ms. Mason reported above.
  5. The Administration recommends Board approval of the LIU Joint Purchasing Bids – Custodial Supplies, General Supplies, Paper Supplies and Art Supplies.
    Ms. Mason reported above.
  6. The Administration recommends Board approval of the revised Use of Facilities Fee Schedule.
    Ms. Mason reported above.
    
    A discussion continued and the point was – occassionally the pool is rented out and a lifeguard is needed.
  7. The Administration recommends Board approval of The Glatfelter Agency, a Division of Glatfelter Insurance Group, as Broker of Record for the 2017-18 fiscal year.
    Ms. Mason reported above.
  8. The Administration recommends Board approval of the bid to Virco in the amount of $___ for furniture for Valley View Elementary, Yorkshire Elementary and the High School.
    Ms. Mason reported above.
  9. The Administration recommends Board approval of the appointment of the firm, Stock and Leader Attorneys at Law, Solicitor for the District for the 2017-18 fiscal year.
    Ms. Mason reported above.
  10. The Administration recommends Board approval of Pittsburgh Stage to do the stage renovations at the High School Auditorium, which include replacement of the curtains, relocation of the rigging and replacing the floor for a total cost of $138,000.
    Ms. Mason reported above.
  11. The Administration recommends Board approval of the contract with Wisehaven Event Center at a cost of $1,000 for the room and $3.00 per person for food and beverage for the Homecoming Dance to be held on October 7, 2017.
    Ms. Mason reported above.
    
    A discussion continued and the point was – going off campus for Homecoming started two years back as a result of student interest, the student body raises the money to be able to do this.
  12. The Administration recommends Board approval of the Catering Sales Agreement with Wyndham Garden for the Prom to be held on May 19, 2018. The room rental is $1,000.
    Ms. Mason reported above.
  13. The Administration recommends Board approval of the three year agreement with Wellspan for athletic trainer services at an annual cost of $28,500.
    Ms. Mason reported above.
    
    A discussion continued and the point was – two trainers are provided with this contract.
  14. The Administration recommends Board approval of the establishment of the Student Activity Account, York Suburban Middle School Yearbook Club, for the purposes of raising funds to pay for yearbooks and purchasing yearbook club supplies.
    Ms. Mason reported above.
    
    A discussion continued and the point was – the Administration will check about the planned fundraising activities.
  15. The Administration recommends Board approval of the five year contract with Whitson’s Culinary Group as the Food Service Management Company to be renewed annually as required by the PA Department of Education.
    Ms. Mason reported above.
    
    A discussion continued and the point was – annual approval of a food service contractor is a requirement and the dollar amount is part of the budget process.
  16. The Administration recommends Board approval of the 2017-18 Food Service Budget of $___ and set the lunch and breakfast prices as follows:
    
    Proposed Meal Prices – 2017-18
    
    $.10 Increase (Lunch)
    
    Lunch
    
    Breakfast
    
    $2.40 Elementary
    
    $1.40 Elementary
    
    $2.65 Secondary
    
    $1.40 Secondary
    
    $3.90 Adult
    
    $2.05 Adult
    
    Ms. Mason reported above.
    
    A discussion continued and the points were – the increase is based on a calculation process provided by PA Department of Education and the Department of Nutrition; the school lunch program is set-up to not make money and the calcuation process includes price charged for lunch and what is selling; the District’s food service sales activity has increased.
  17. The Administration recommends Board approval of a contract with Lead Smart Coaching, LLC in the amount of $3,700 for a day of administrative training and ongoing coaching in the area of mindfulness and school leadership.
    Ms. Mason reported above.
    
    An opportunity was provided for public comment. There was none at this time.
Student Board Representative Report - Peyton Stuart
Mr. Stuart reported Advanced Placement Testing is taking place during this week. A sport season summary report was provided. Prom will take place on May 20 followed by Post Prom from 11:00pm to 3:00am. Graduation is scheduled in two weeks. The senior award ceremony was held last week and the academic awards program is scheduled for next week. The National English Honor Society participated in reading for the students at Valley View Elementary School. Last Thursday, the Pops Concert was held and went very well. The Jazz Band Night was held last week and was enjoyed by everyone. The Student Council is planning for next year. Next week, Keystone Testing in Biology and Algebra takes place and Biology Bootcamp is available for students this week after school.

A discussion continued and points were – with Post Prom concluding at 3:00am, the Post Prom parents do reach out to the police departments and request permission for students to leave at that time and drive home; the Post Prom is a parent run organization and is finding difficulty getting parents for leadership; the organization is re-evaluating the event for the future.

An opportunity was provided for public comment. There was none at this time.
Committee Reports - Ms. Shaffer
1. Finance Committee - Mr. Posenau
  The minutes of March 29 are provided.
  
  In Mr. Posenau’s absence, Mr. Eden reported above.
2. Policy Review Committee - Mr. Thoman
  1. The minutes of February 14 are provided.
    Mr. Thoman reported above.
  2. Policies reviewed by committee.
    Mr. Thoman reported above and asked if there are any comments on this group of policies.
    1. 808 Food Services
    2. 815 Acceptable Use of Technology Resources
    3. Code of Conduct
      A discussion continued and the points were – on page 24 concerning first and second secondary offenses and the impact on National Honor Society membership, if a violation occurs for the second time, is the student ineligible for National Honor Society?; NHS membership and status is dependent on the faculty council and the national organization; following additional discussion, it was decided the Board is comfortable with the way the policy is currently written.
    4. 005-BOG-* Nominating Committee Function
  3. Policies reviewed by the administrative team with minor revisions.
    Mr. Thoman reported above and asked for any comments.
    1. 119 Current Events
    2. 121 Field Trips
      A discussion continued and the points were – the Superintendent will provide a quarterly report to the Board on field trips that are approved; the word, arouse was changed to encourage under Purposes’ second bullet item.
    3. 122 Extracurricular Activities
    4. 123 Interscholastic Athletics
    5. 123.1 Management of Athletes with Concussions/Return to Play
    6. 146 Student Services
  4. Policies reviewed by the administrative team with no change.
    1. 107 Adoption of Planned Instruction
    2. 108 Adoption of Textbooks
    3. 109 Resource Materials
    4. 112 Guidance Counseling
    5. 113 Special Education
    6. 113.1 Discipline of Students with Disabilities
    7. 113.4 Confidentiality of Special Education Student Information
    8. 114 Gifted Education
    9. 123.2 Sudden Cardiac Arrest
    10. 124 Alternative Instruction Courses
    11. 140 Charter Schools
    12. 143 Standards for Persistently Dangerous Schools
    13. 144 Standards for Victims of Violent Crimes
      Mr. Thoman reported above and noted these policies will reflect a note with the review date.
3. Additional Committee Reports/Announcements
  Ms. Shaffer asked if there were additional committee reports or announcements.
  
  Mrs. Freireich announced the Facilities Committee meeting is canceled next week.
  
  Mrs. Schroeder announced the Academic Standards & Curriculum Committee will meet on May 14 at 4:30. Mrs. Schroeder asked Dr. Adams to share some information about Wellness Night scheduled on Friday night.
  
  Dr. Adams reported Wellness Night is a fun evening for elementary students and high school student athletes interacting at the sports clinics, fun run, picture taken of all Be YS Well students attending and tables available with community wellness information.
Lincoln Intermediate Unit – Mr. Robinson
The “…by Dawn’s Early Light”, highlights of the LIU Board meeting of May 2 is provided.

Mr. Robinson reported above.
York Adams Academy - Mrs. Freireich
Mrs. Freireich reported some staffing changes at YAA. It will be necessary to replace Dr. Lonardi, Superintendent of Record of YAA, due to her leaving West York Area School District. The superintendents’ group will make a new selection for her replacement. Mr. Dave Detzel will be moving from the York area with his family and a search for a new director has begun.

An opportunity was provided for public comment. There was none at this time.
York County School of Technology - Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of April 27 is provided.

Mrs. Schroeder reported above and reviewed the many service programs that YCST students pursued this school year. The YCST Operating Authority will be reviewing information for capital improvements and information will be available at a later date with details and financing plan.

An opportunity was provided for public comment. There was none at this time.
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 comments.

A discussion took place about the Spring Garden Township abruptly canceling their summer program, including the park program, due to the resignation of the recreation director. The District has reviewed their summer program and the programs are very different.

Mrs. Freireich reported having the privilege to see the recent wonderful concerts at the buildings and a packed house was experienced for both. She also had the opportunity to attend the Annual Law Day Program sponsored by York County Bar Association and a middle school student, Michael Forster, took second place in the bumper sticker contest. She extended an invitation to fellow Board members for lunch tomorrow while the Jazz Band performs at Cherry Lane.

An opportunity was provided for public comment. There was none at this time.
Adjournment
The meeting was adjourned at 8:43 PM.

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

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

Posted in SB-Minutes

Proposed Meal Prices – 2017-18
$.10 Increase (Lunch)
Lunch	Breakfast
$2.40 Elementary	$1.40 Elementary
$2.65 Secondary	$1.40 Secondary
$3.90 Adult	$2.05 Adult