Minutes 2021-02-08

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
FEBRUARY 8, 2021 – 7:00 PM
Due to health and safety reasons, a virtual meeting format was utilized.

An Executive Session was held at 6:15 PM, prior to the meeting.

M I N U T E S
(approved on February 22, 2021)

Official action did occur during this meeting for items marked by (*).

Picture of the Week

General Business
Call to Order – Mr. Posenau, Board President
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
  All members present – Ellen Freireich, John Posenau, Richard Robinson, James Sanders, Steve Scalet, Lois Ann Schroeder, Joel Sears, Steven Sullivan, Michael Thoman, and Carly Bowen (Student Representative)
3. A reminder to please silence your cell phone during the meeting.
  Mr. Posenau reported above.
4. Public Comment. Place your comments at the Public Comment Form link found on this page. 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.
  Public Comment that was shared.
5. (*) Discussion and Action on Board Minutes. Approval of the Minutes of the Regular Monthly Meeting of January 21, 2021. [Approval as submitted/corrected]
  The minutes were approved as submitted.
Board President’s Report – Mr. Posenau
1. The Board Negotiation Committee met in a virtual meeting format on January 26, 2021, January 29, 2021, and February 2, 2021 as permitted by Section 707 of the Sunshine Act. No official action was taken.
  Mr. Posenau reported above.
2. The Board met in Executive Session in a virtual meeting format prior to this meeting as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of negotiation. No official action was taken.
  Mr. Posenau reported above.
3. Community members were reminded and encouraged if interested in pursuing running to be a school director, to review the process with fast-approaching deadlines. The first day to file petitions is February 16. If a community member has any questions, please contact one of the current Board members for additional information. Being a Board member is both challenging and rewarding.
Superintendent’s Report – Dr. Williams
1. (*) The Administration recommends beginning four days per week of in-person learning for grades K through 5 beginning on March 1, 2021 and the modification of the Health and Safety Plan to include “where feasible” language for physical distancing. [Motion; Discussion; Roll Call Vote]
  Motion, Sanders, Second, Thoman; Approval.
  
  A lengthy discussion took place and several highlights are provided.
  
  The Administration is in frequent contact with colleagues at county school districts and evidence is showing that they are able to safely run elementary classrooms without being able to maintain six feet of distancing.
  
  The Administration is working with a local pharmacy to have vaccines available for staff, starting with elementary, as soon as it is possible. Vaccinations will be the choice of each staff member, not a requirement.
  
  The Administration recommends the virtual day continue on Wednesday to allow shifting and adjusting the schedule as necessary, keeping consistency for families, and availability for staff to be immunized.
  
  Secondary students participate more in activities outside of the school and participate in extracurricular activities which increases the risk of coming in contact with the virus.
  
  Concerns were expressed about elevated risks for teachers and staff members that have not been vaccinated, and some recommended remaining in the hybrid method of instruction.
  
  The risks of not having the students in school are being felt socially, emotionally, and academically.
  
  The efforts of the students and staff are highly respected with the practice of good safety methods and that would be expected to continue with anticipated additional in-person time in the classroom.
  
  The Association has expressed concerns with physical distancing, vaccinations, and new strains of the virus.
  
  With the revision of the Health and Safety Plan with “where feasible” language for physical distancing, the Administration would not make a change to the middle school and high school schedule without having a vote by the Board.
  
  The three week time period from now until March 1 would allow the District to communicate with parents, allowing parents to make their decision, making the necessary schedule adjustments, and the teachers having time to transition their classroom for the additional students.
  
  Roll Call Vote, all present, yes, except Robinson, Scalet, Schroeder, no. Motion carried 6-3.
2. Comprehensive Plan Triannual Progress Update #2 – Dr. Krauser
  Dr. Krauser reviewed above. A comment was shared about the anticipated deficit this year and next year being problematic.
3. Reports from Administrators
  1. Dr. Michael Snedden, Middle School Principal
    Dr. Snedden shared about the great things happening at the MS including the recent Math Counts Competition, a presentation by the Byrnes Center about mental health to 7th grade students, the Student of the Week that is nominated by teachers, hands-on learning experiences as part of instruction, and the upcoming production of “Annie Jr.” on February 26 and 27 with virtual performances.
  2. Dr. Gregory Gulley, Indian Rock Elementary Principal
    Dr. Gulley reviewed professional development occurring with staff, Educational Leadership Program Administrative Internship, and several building events occurring. Mrs. Pavlosky provided a brief report about her experience as an Administrative Intern.
Business Office Report – Mrs. Ciaciulli
1. Items recommended for approval on February 22, 2021:
  1. The Administration recommends the Board accept the June 30, 2020 local audit as presented at the Property and Finance Committee on Monday, February 1, 2021.
    Mrs. Ciaciulli reviewed above.
  2. The Administration recommends Board approval of the proposed Lincoln Intermediate Unit 2021-22 General Operating Budget. This budget represents a $10,127.13 decrease to the District from the 2020-21 budget contribution of $15,722.77.
    Mrs. Ciaciulli reviewed above.
  3. The Administration recommends Board approval of the proposed York Adams Academy 2021-22 General Operation Budget. The budget will increase in expenditures by $24,819 compared to 2020-21 and includes a 3% increase for salaries. Our membership fee per seat will increase by $150 for 2021-22. The District’s projected cost is $64,500 to $66,750 for 12 to 15 seats.
    Mrs. Ciaciulli reviewed above.
  4. The Administration recommends the Board approve Change Order #5 for Silvertip for reinstalling the existing heat trace up through the curb adapter into the replacement units. The change order results in an add totaling $3,393.04.
  5. The Administration recommends the Board approve Change Order #6 for Silvertip upgrading the drive for pump P-11 to a Variable Frequency Drive (VFD). The drive for Pump P-11 was designed as a motor starter but after further coordination with Johnson Controls it was determined that the upgrade was needed. The change order results in an add of $ 1,050.09.
  6. The Administration recommends the Board approve Change Order #3 for Lauer Construction for the installation of replacement units of the variable frequency drives. The change order results in an add of $8,874.50.
  7. The Administration recommends the Board approve Change Order #3 for Lauer Construction for construction schedule extension. The change order results in an add of $3,350.00.
    Mr. Wentz, Architect at Crabtree, Rohrbaugh & Associates, reviewed Items 4 through 7.
  8. The Administration recommends the Board award the general contract to East Coast Contracting in the amount of $318,400 for the East York Elementary School Security & Doors/Select Doors at Indian Rock Elementary School, and Middle School project to be funded of the General Obligation Bond series of 2019.
  9. The Administration recommends the Board award the electrical contract to Lauer Construction Services in the amount of $195,779 or the East York Elementary School Security & Doors/Select Doors at Indian Rock Elementary School, and Middle School project to be funded of the General Obligation Bond series of 2019.
  10. Motion to approve the alternate bids to cover the cost for additional doors at East York Elementary School as follows:
    1. East Coat Contracting (GC) – $ 48,000, increasing the general contract amount to $366,400
    2. Lauer Construction Services (EC) – $ 2,459, increasing the electrical contract amount to $198,238
  11. The Administration recommends the construction cost related to soft costs of $33,430 to cover the cost of regulatory agency reviews/permits and construction contingency to be funded of the General Obligation Bond series of 2019.
    Mr. Girling and Mr. Wentz reviewed Items 8 through 11. A discussion about the priorities to have these doors replaced for functionality and safety. Concern was shared about spending this money if possible building use changes could result from any recommendations that may be made at a later date.
2. Informational
  2021-22 Budget Development
  
  A discussion took place about the 2021-22 budget development and the Board asked the Administration to continue budget planning using 1.9% maximum tax increase and the planned $300,000 out of fund balance for PSERS retirement pension cost.
Student Board Representative Report – Carly Bowen
No report
Committee Reports – Mr. Posenau
1. Committee Meeting Schedule
  Mr. Posenau reported above.
2. Personnel Committee Report – Mr. Robinson
  (*) Consent Agenda: [You have before you the Personnel Report which includes retirement/resignation/termination, leaves, and employment. 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, Freireich, Second, Sullivan; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
  1. Retirement/Resignation/Termination
    The Administration recommends the Board accept the retirement of Karen Powers, Administrative Assistant, effective May 25, 2021. Ms. Powers is retiring after having served 35 years in education, 12.5 with York Suburban School District.
  2. Leaves
    1. The Administration recommends the Board approve the FMLA for Jennifer Arcuri, Grade 8-ELA Teacher, effective January 25, 2021 through end of 2020-21 school year.
    2. The Administration recommends the Board approve the FMLA for Sandra Feehley, Director of Human Resources, effective January 25, 2021 through April 16, 2021.
    3. The Administration recommends the Board approve the FMLA for Lisa Acquaviva, Emotional Support Teacher, effective January 12, 2021 through April 8, 2021.
    4. The Administration recommends the Board approve the FMLA for Laura Gordon, ESL Teacher, effective March 7, 2021 through May 25, 2021.
  3. Employment
    Recommend the employment of Nina Murray, Middle School Administrative Assistant, at a rate of $16.87, effective on or before February 22, 2021 pending receipt and approval of Act 168 clearances.
3. Policy Review Committee Report – Mr. Thoman
  1. The minutes of September 16 are provided.
    Mr. Thoman reported above.
  2. The following policies were discussed at the January 25 committee meeting and recommended out of committee for First Read by the Board at the February 8 and 22 meetings.
    1. 113.1 – Discipline of Students with Disabilities
    2. 113.2 – Behavior Support
    3. 113.4 – Confidentiality of Special Education Student Information
    4. 122 – Extracurricular Activities
    5. 123 – Interscholastic Athletics
    6. 123.2 – Sudden Cardiac Arrest
    7. 314 – Physical Examination
    8. 317.1 – Educator Misconduct
    9. 323 – Tobacco
    10. 333 – Professional Development
    11. 334 – Sick Leave
    12. 340 – Responsibility for Student Welfare
    13. 705 – Safety
    14. 805 – Emergency Preparedness
    15. 805.1 – Relations with Law Enforcement Agencies
    16. 824 – Maintaining Professional Adult/Student Boundaries
    17. 904 – Public Attendance at District-Sponsored Events
      Mr. Thoman reported above and noted revisions are mostly due to recent historic activity and various language updates.
4. Property and Finance Committee Report – Mr. Sears
  1. 1. The minutes of November 11 are provided.
      Mr. Sears reported above. A summary of the February 1 committee meeting was provided. Congratulations were extended to Mrs. Ciaciulli for another clean audit.
    2. Mechanical Study Discussion
      The Mechanical Study that was presented at the February 1 committee meeting was noted to include approximately $6 million for facility repairs and improvements over the next several years.
    3. (*) It is recommended out of committee that the Board adopt the Strategic Principles related to instructional and facilities planning.
      Strategic Principles:
      
      Instructional
      
      1. Create learning spaces that promote collaboration among grade levels and content areas.
      2. Provide more equitable access to educational resources, personnel, and programming.
      
      Physical Plant and Fiscal
      
      3. Improve efficiencies in annual, ongoing operational costs.
      4. Address end-of-life and near end-of-life mechanicals and infrastructure for long-term results.
      5. Effectively manage future personnel costs by leveraging physical plant improvements that align with instructional goals.
      
      [Motion; Discussion; Roll Call Vote]
  Motion, Sanders, Second, Sullivan; Approval. These will give the Administration the tools, guidelines, and constraints for future planning of the District. Roll Call Vote, all present, yes. Motion carried 9-0.
5. Additional Committee Reports
Legislative Update – Mr. Robinson
Following the Governor’s presentation of his budget, the attempt to increase aid for education may benefit YS. A suggestion was to consider contacting our local legislators in the next few weeks for discussion.
Lincoln Intermediate Unit Report
1. The “…by Dawn’s Early Light”, highlights of the LIU Board meeting of February 2, is provided.
  Mrs. Freireich reported above.
2. LIU Joint Operating Authority Report – Mrs. Freireich
  No report
York Adams Academy Report – Mrs. Freireich
The YAA Board Brief Report of January 26 is provided.

Mrs. Freireich reported above and shared that 15 of the 15 seats are filled.
York Adams Tax Bureau Report – Mrs. Ciaciulli
No report
York County School of Technology Report – Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of January 28 is provided.

Mrs. Schroeder reported above. One note, YS student Ella Sprankle, in the Engineer Program, was recognized as a Student of the Month. Congratulations! The proposed 2021-2022 budget received the required two-thirds approval from the county school districts.
Recognition of Visitors

Mr. Posenau thanked everyone for attending the meeting.
Board Meeting Schedule
Mr. Posenau reported above.
Public Comment. Place your comments at the Public Comment Form link found on this page. 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.
There were no additional public comments.
Adjournment
The meeting was adjourned at 8:55 PM.

/s/ Kathy Ciaciulli, PCSBA, M.Ed.
Board Secretary

Link to Meeting Video

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