Minutes 2018-02-26

YORK SUBURBAN SCHOOL BOARD
REGULAR MONTHLY MEETING
FEBRUARY 26, 2018 – 7:00 PM
PROVARD EDUCATION CENTER

A Board Conference Session was scheduled at 6:00 PM.

M I N U T E S
(approved on March 26, 2018)

1. General Business
  Call to Order – Mr. Posenau
  1. Pledge of Allegiance to the Flag
    Mr. Posenau called the meeting to order with the Pledge of Allegiance to the Flag.
  2. Roll Call
    Members present – Ellen Freireich, John Posenau, Richard Robinson, James Sanders, Steve Scalet, Lois Ann Schroeder, Joel Sears, Michael Thoman, Kenneth Watts, Elise Atkinson (Student Representative)
    
    Members not present – none
  3. A reminder to please silence your cell phone during the meeting.
    Mr. Posenau reported above.
  4. 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 – Congratulations was extended to the nine students that were selected for York County Honors Band. Questioned the purpose of a large number of cars parked at the high school on Sunday mornings.
    
    Syd Purdy, 791 Hillcrest Road – requested attention and help in the garbage and trash being left behind from activities held on the Trojan Field near the Midland gate, suggested assistance may include garbage receptacle and custodial maintenance of the grounds
    
    Nicole McCleary, 1540 Dunster Road – questioned the Board’s response with regards to student safety with the national and local threats occurring at schools
  5. Discussion and Action on Board Minutes. Approval of the Minutes of the Planning Committee Meeting of February 12, 2018 and the Regular Monthly Meeting of January 22, 2018. [Approval as submitted/corrected]
    Mr. Posenau reported the Minutes were approved as presented.
2. Treasurer’s Report – Mr. Sears
  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; Roll Call Vote]
  
  Approval of Financial Reports as of January 31, 2018 [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, Sears, Second, Thoman; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
3. Board President’s Report – Mr. Posenau
  1. Resolution of Sympathy and Respect. Dr. Philip J. Avillo, Jr., former Board member, died on February 17, 2018. In recognition of his twelve years of service to the York Suburban School District with seven years as President, it is recommended that the following Resolution of Sympathy and Respect be adopted and spread upon the minutes of the Board meeting and that a copy be forwarded to his family:
    The York Suburban School Board and Administration express their profound sorrow in the passing of Dr. Philip J. Avillo, Jr. on February 17, 2018. His twelve years of dedicated service and loyalty as a Member of the Board of School Directors from 1982 to 1993 will long be remembered by students, staff, parents, board members and residents of the York Suburban School District.
    
    [Motion; Roll Call Vote]
    
    Mr. Posenau reported above.
    
    Motion, Freireich, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  2. The Board met following the Planning Committee Meeting on February 12, 2018 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel and real estate. No official action was taken.
    Mr. Posenau reported above.
  3. The Board met on February 19, 2018 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel. No official action was taken.
    Mr. Posenau reported above.
  4. The Board met prior to this meeting in a Board Conference Session as permitted by Section 707 of the Sunshine Act for the purpose of providing information to members on matters directly related to their official responsibilities. No official action was taken.
    Mr. Posenau reported above.
  5. New Superintendent Search Update
    Mr. Posenau reported 29 applications have been received in the search for a new Superintendent. The Board is determining the candidates to be interviewed. The process is on target to have a new Superintendent start in July.
4. Acting Superintendent’s Report – Dr. Redding
  1. Student Enrollment Report / Cyber Charter Report
    Dr. Redding reported above and provided 2018-2019 kindergarten registration information to date.
    
    A discussion continued and the points were – the Administration will report back to the Board about the 119 cyber charter students as to their non-special education and special education status and cyber charter students returning to YS.
  2. The Administration recommends Board approval of the implementation of a District-operated Autistic Support Program at the intermediate level (Grades 3-5), effective August 22, 2018. [Motion; Discussion; Roll Call Vote]
    Dr. Redding reported above.
    
    Motion, Freireich, Second, Schroeder; Approval.
    
    A discussion continued and the points were – Mr. Watts will not support this motion because the LIU has been doing this type of education for a long time and has a well defined process how selection of students would take place for the classroom at capacity, if that would be necessary; Mr. Sears stated this type of action is undermining the mission of Intermediate Unit when districts take classes back, does understand the emotional reasoning.
    
    Roll Call Vote, all present, yes, except Sanders, Sears and Watts, no. Motion carried 6-3.
  3. Music Program Concerns announcement – Special Meeting, Tuesday, February 27 @ 5PM – Ed Center Board Room
    Dr. Redding reported above. There are no recommendations to change or cut the music curriculum and after review by the Administration, the 4th grade lessons will take place during the school day.
  4. Technology Department Update – Mr. Henry
    Mr. Henry reported how teachers are using technology in the classroom, provided details about the technology department budget and made note of summer projects.
    
    A discussion took place and the point was – the Administration has decided to wait until the new Superintendent is in place to discuss what budget will contain the licenses for academic programs, these currently are contained in the technology department budget.
  5. Reports from Administrators
    Mrs. Jen Fasick, Middle School Assistant Principal and Dr. Todd Monos, Valley View Principal provided reports on the happenings at their respective buildings.
    
    Congratulations was expressed to all involved with the recent Middle School Musical!
5. Business Office Report – Ms. Mason
  1. The Administration recommends Board approval of the proposed York Adams Academy 2018-19 General Operating Budget. The Budget will increase by $9,649 from the previous year and includes a 2.4% raise in staff salaries. Our membership fee will increase by $100 per seat or a total increase of $1,200. [Motion; Discussion; Roll Call Vote]
    Motion, Freireich, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  2. The Administration recommends Board approval of the proposed Lincoln Intermediate Unit 2018-19 General Operating Budget. This budget represents a total budget reduction of $200,000 or 26.37% reduction compared to the prior year 2017-18. [Motion; Discussion; Roll Call Vote]
    Motion, Freireich, Second, Robinson; Approval.
    
    A discussion continued and the point was – the rationale for this significant reduction is the continual internal review and they are exemplifying their commitment to focus on entrepreneur activities.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  3. The Administration recommends Board approval of the Letter of Agreement with the Lincoln Intermediate Unit for Title I Nonpublic Programs and Services to be changed from a one year agreement to a five year agreement. With Federal Regulation changes going into effect, it was determined that having the five years mentioned in the accompanying cover letter at the time the original agreement was signed was not enough, it had to be in the agreement as well. [Motion; Discussion; Roll Call Vote]
    Motion, Sears, Second, Freireich; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  4. The Administration recommends Board approval of the two (2) year Agreement with Substitute Teacher Service (STS) beginning July 1, 2018 through June 30, 2020. This agreement is for Per Diem Substitute Teacher Days at a District Bill Rate of $145.20 per substitute teacher day (Teacher pay rate is $110 per day.). This service will assume all of the duties the District currently handles for substitute teachers. [Motion; Discussion; Roll Call Vote]
    Motion, Schroeder, Second, Robinson; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  5. The Administration recommends Board approval of Health Equity to be the Health Savings Account vendor. The cost would be $2.50 per account per month with a balance waiver starting at $2,500. [Motion; Discussion; Roll Call Vote]
    Motion, Freireich, Second, Sears; Approval.
    
    Ms. Mason commented on a question that was asked at the Finance Committee meeting. Home Equity deals with 34,000+ employers.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  6. The Administration recommends Board approval of the Amendment to the SaaS Software License Agreement with Skyward, Inc. for a three year period beginning July 1, 2018 through June 30, 2021. This would hold the rates for three years at $3.75 for the School Business Suite, $2.00 for the Support for the School Business Suite and $2.00 for True Time. This is the software used by the District for all finances, including payroll. The total cost per year is based on October 1 student enrollment numbers. [Motion; Discussion; Roll Call Vote]
    Motion, Robinson, Second, Freireich; Approval.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  7. The Administration recommends Board approval of the agreement for purchase of Meraki switches and wireless access points from ePlus, Inc. at a total cost of: $82,808.04. The anticipated net cost after eRate reimbursement is $41,404.02 (50% discount rate). The expense is budgeted in 2017-18 and the revenue will be recognized and budgeted in 2018-19. [Motion; Discussion; Roll Call Vote]
  8. The Administration recommends Board approval of the agreement for purchase of Primus Cable and Connectors from KIT Communications at a total cost of: $15,891.17. The anticipated net cost after eRate reimbursement is $7,945.59 (50% discount rate). The expense is budgeted in 2017-18 and the revenue will be recognized and budgeted in 2018-19. [Motion; Discussion; Roll Call Vote]
  9. The Administration recommends Board approval of the agreement for purchase of Sophos UTM annual licensing at a total cost of: $7,550.30. The anticipated net cost after eRate reimbursement is $6,229.74 (50% discount rate on network protection and no discount on web protection). The expense is budgeted in 2017-18 and the revenue will be recognized and budgeted in 2018-19. [Motion; Discussion; Roll Call Vote]
    Motion, Freireich, Second, Robinson; Approval of Items G., H. and I. Roll Call Vote, all present, yes. Motion carried 9-0.
  10. The Administration recommends Board approval for settlement of the tax assessment appeal litigation (Case No: 2014-SU-003865-26) for Tax Parcel 46-000-JJ-0006.D0-00000, 2905 E. Market Street, Springettsbury Township, York County, Pennsylvania, owned by Home Depot USA, Inc. for a total assessed value for tax years 2015 through 2018 as follows:
    2015: $6,696,000
    2016: $6,696,000
    2017: $6,000,000
    2018: $6,000,000
    
    This means there is no refund for tax years 2015 or 2016. For 2017 we would need to refund $15,833.65 off of the base amount and for 2018 based on the current millage and assessment they would pay $136,497. The District Administration are authorized to take all necessary steps to effectuate this settlement and to resolve this pending tax assessment appeal case.
    [Motion; Discussion; Roll Call Vote]
    
    Motion, Freireich, Second, Thoman; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  11. The Administration recommends Board approval for John M. Olewiler, Jr. to be exempt from paying real estate taxes for the property located at 2590 Hartford Road, York, PA (Parcel 46-000-04-0196-00-00000) as approved by the Pennsylvania State Veteran’s Commission. This would take effect for the 2018-19 fiscal year which would be a decrease in real estate tax of $3,325.52 at the current millage rate with no homestead exemption. [Motion; Discussion; Roll Call Vote]
    Motion, Schroeder, Second, Thoman; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  12. The Administration recommends Board approval of the bid for new band uniforms to Stanbury Uniforms in the amount of $32,500 for 65 uniforms. [Motion; Discussion; Roll Call Vote]
    Motion, Freireich, Second, Thoman; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  13. The Administration recommends the Board authorize the Information Technology Department to make purchases up to $125,000 for equipment, educational software, services, or subscriptions, subject to the following:
    -All such purchases shall have been previously approved in the Department’s annual Board-approved budget.
    -All such purchases shall be made within the year budgeted.
    -All such purchases shall be within the amount budgeted. If a purchase exceeds the amount budgeted, the purchase must be further approved by the Board.
    -All such purchases, if subject to bidding requirements, shall be made via a cooperative purchasing agreement (e.g. Co-Stars) approved by the Board. If a cooperative purchasing agreement is not in effect for the requested purchase, the Board shall be required to review and approve any such purchase.
    -All such purchases do not require execution of a separate contract of terms between the vendor/supplier and the District, with the exception of license agreements renewals. (e.g. Agreements for the purchase in the form of a lease, agreements with indemnification language, liquidated damages, or formal contract language outside of a simple purchase shall require solicitor review and Board approval.)
    -All lease to purchases shall require prior Board approval, even if they meet all of the conditions listed above.
    -All such purchases are approved for payment at the next voting Board meeting following such purchase.
    [Motion; Discussion; Roll Call Vote]
    
    Motion, Freireich, Second, Sears; Approval.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  14. The Administration recommends the Board approve authorized purchasers to make purchases up to $2,000 for any one student activity fund activity and to sign any corresponding contract for purchase, subject to the following:
    -All such purchases shall have been previously budgeted in the year of purchase in a budget submitted and approved by the Director of Finance.
    -All such purchases are approved by the Director of Finance, in writing, after notice of the amount of purchase and any corresponding contract requirements.
    -All such purchases are submitted for approval to the Business Office at least one (1) week prior to purchase date.
    -All such purchases do not exceed the budgeted amount.
    [Motion; Discussion; Roll Call Vote]
    
    Motion, Freireich, Second, Watts; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  15. The Administration recommends Board approval of the contract with FnP Productions for a total amount of $800 for sound at the York Suburban Musical on March 2 and 3, 2018. [Motion; Discussion; Roll Call Vote]
  16. The Administration recommends Board approval of the contract with FnP Productions for a total amount of $3,400 for an intelligent lighting package at the York Suburban Musical on March 2 and 3, 2018. [Motion; Discussion; Roll Call Vote]
  17. The Administration recommends Board approval of the contract with Wisehaven Event Center at a cost of $1,000 for the room and $3.25 per person for food and beverage for the Homecoming Dance to be held on September 29, 2018. [Motion; Discussion; Roll Call Vote]
    Motion, Freireich, Second, Robinson; Approval of Items O., P. and Q.
    
    A discussion continued and the points were – the student activity advisor discusses purchases with the principal, Musical ticket sales do contribute money towards expenses; Administration will check about paying additional money for a sound system when a sound system exists at the school.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  18. Informational:
    1. Budget Update
      Ms. Mason reviewed the budget update handout distributed to Board members.
      
      A discussion took place and the points were – the budget for board members to attend conferences is $7500; with the 2019 National School Boards Association conference being held in Philadelphia on March 30 to April 1, it will be impractical to travel collectively to the conference in Philadelphia, it is time well spent and time at the national level is advised; money should be budgeted for some Board members wanting to go to the PA School Boards Association conference in the fall, too; it was decided for the Finance Committee to review this information.
    2. Food Service Department Report
      1. Dining Review Report for January
      2. Sales Report
        Ms. Mason reported above.
6. Student Board Representative Report – Elise Atkinson
  Miss Atkinson shared t-shirts from Mini-THON with the Board members. Mini-THON raised over $85,000 with 530 students (over 60% of the student body) attending. The success of the night also includes thanks to the amazing 90 volunteers including custodians, food service, teachers and other volunteers. A countdown has already started for the 2019 Mini-THON. Mini-THON supports the Four Diamonds Fund which is an organization at Penn State University that supports conquering childhood cancer. Students have gone to Penn State Children’s Hospital to see the children and attended the Penn State THON. Students are very supportive of this project. Shrek the Musical takes place at the high school this weekend. The middle school’s musical last Friday, Peter Pan Junior was very successful. An athletic report was provided. Three National Merit Finalists have been named and will be acknowledged at the March 26 meeting.
  
  Congratulations was expressed to all involved with the Mini-THON!
  
  A suggestion was made for a press release for the Mini-THON and National Merit Students.
7. Committee Reports – Mr. Posenau
  1. Committee Meeting Schedule
    Mr. Posenau reported above.
  2. Communications Committee Report – Mr. Robinson
    The Activity and Communications Reports are provided.
    
    Mr. Robinson reported above and announced the next meeting will be held on March 1.
  3. Facilities Committee Report – Mrs. Freireich
    1. The minutes of January 10 are provided.
      Mrs. Freireich reported above.
  4. Personnel Committee Report – Mr. Robinson
    Please note the Addendum located at the end of the Agenda with additional Personnel items.
    
    Consent Agenda: [You have before you the Personnel Report which includes leave of absence, employment, volunteer spring coaches 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; Roll Call Vote]
    
    Motion, Robinson, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
    1. Leave of Absence
      Recommend Board approval of the request of Chrystal Gerner, Instructional Support Aide at Valley View Elementary, for an unpaid leave of absence for restoration of health effective March 22, 2018, through approximately April 20, 2018.
    2. Employment
      1. Recommend a correction to the stipend for Anthony Giuffrida, Assistant Boys Lacrosse Coach #2, from the approved stipend of $1,982/Step 1 to $2,313 which represents Step 2 of the Extracurricular Salary Schedule.
      2. Recommend the employment of Maria Sabatino as a Substitute Instructional Support Aide effective February 27, 2018, at the hourly rate of $9.55.
    3. Recommend Board approval of the following Volunteer Spring Coaches for 2017-2018:
      Alex Bahn, Volleyball
      Jamie Evans, Volleyball
      Darren Hake, Baseball
      Christine Krebs, Track & Field
      J. Ander Pindzola, Track & Field
      Adam Walton, Track & Field
      Matthew Weinstein, Volleyball
    4. Recommend Board approval of the following Volunteers for 2017-2018:
      Jennifer Emerson
      Ryan Emerson
      Stephanie Harrington
      Stefanie Martin
      Carrie Poff
      Della Uhlik
  5. Policy Committee Report – Mr. Thoman
    1. The committee recommends the following policy revisions.
      1. 204 Attendance
      2. 302 Employment of Superintendent/Assistant Superintendent
      3. 311 Reduction in Staff
      4. 808 Food Services
      5. 916 Volunteers
        [Motion; Discussion; Roll Call Vote]
        
        Motion, Freireich, Second, Robinson; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
    2. Informational – The following Administrative Guidelines have been revised.
      1. Administrative Guideline for 204 Attendance
      2. Administrative Guideline for 324 Personnel Files
        Mr. Thoman reported above.
        
        Dr. Redding reported the Administrative Guidelines are now available on the online Board Policy Manual for public view.
  6. Additional Committee Reports
    Mr. Posenau asked if there were addition committee reports. There were none at this time.
8. Lincoln Intermediate Unit Report
  LIU Joint Operating Authority Report – Mrs. Freireich
  
  Mrs. Freireich reported the next meeting is at the end of March.
9. York Adams Academy Report – Mrs. Freireich
  No report
10. York Adams Tax Bureau Report – Ms. Mason
  Ms. Mason reported the January 29 meeting was held for the purpose of reorganization.
11. York County School of Technology Report – Mrs. Schroeder
  The YCST Joint Operating Committee Mini-Board Report of February 22 is provided.
  
  Mrs. Schroeder reported above and shared a new project is being discussed with the building of a new gym at YCST.
12. Recognition of Visitors
13. Board Meeting and Committee Schedule
  Mr. Posenau reported above.
14. 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.
15. Adjournment
  The meeting was adjourned at 8:21 PM.
  
  ADDENDUM
  
  TO: Members of the York Suburban School Board
  FROM: Larry R. Redding, D.Ed., Acting Superintendent
  
  DATE: February 26, 2018
  
  SUBJECT Addendum to the Agenda for the Regular Monthly Meeting of February 26, 2018

VII. Committee Reports – Mr. Posenau

D. Personnel Committee Report – Mr. Robinson

2. Employment

C. Recommend the employment of Tricia Mitschele as Administrative Assistant for Academic Services at the Education Center, effective on or about March 13, 2018, at the hourly rate of $15.89, pending employment documents.

D. Recommend the employment of Betty Ravert as a Substitute Instructional Support Aide effective on or about February 27, 2018, at the hourly rate of $9.55, pending employment documents.

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

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