Minutes 2017-11-06

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
NOVEMBER 6, 2017 - 7:00 PM
PROVARD EDUCATION CENTER

M I N U T E S
(approved on November 20, 2017)

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

General Business

Call to Order - Ms. Leopold-Sharp
1. Pledge of Allegiance to the Flag
  Ms. Leopold-Sharp called the meeting to order at 7:11 PM 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, Joel Sears, Cathy Shaffer
  
  Members not present – Michael Thoman, Elise Atkinson (Student Representative)
3. A reminder to please silence your cell phone during the meeting.
  Ms. Leopold-Sharp 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. There was none at this time.
Board President’s Report - Ms. Leopold-Sharp
1. The Board met following the Regular Monthly Meeting on October 23, 2017 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.
  Ms. Leopold-Sharp reported above. The Board also met prior to this evening’s meeting in Executive Session to discuss a student disciplinary action. No official action was taken.
2. Nominations Committee Meeting – Mr. Robinson
  Mr. Robinson reported the nominations are open for Board officers. A Nominations Committee meeting is scheduled for November 20 at 6:15 PM to prepare the slate of candidates for the December 4 Reorganization Meeting.
  
  Ms. Leopold-Sharp added Board members interested in running for an office should please contact Mr. Robinson. Ms. Leopold-Sharp also reported the Nominations Committee meeting is a public meeting and invited the public to attend.
3. Communications Committee Discussion – Ms. Shaffer
  Ms. Shaffer reported instead of a separate meeting of the Communications Committee, a preliminary meeting with Dr. Redding was held along with Personnel Committee chair, Ms. Bates. In a review of the minutes from the May 2015 Personnel Committee meeting, the Education Center Receptionist position was being transitioned to Administrative Assistant for Communication position and the need for this type of support. Our discussion included what we are currently doing and what could be done differently. Dr. Redding will provide an overview and then we will have a Board discussion.
  
  Dr. Redding reported that he was reviewing the job expectations of the communications position recognizing that it is also shared with the receptionist position. A discussion took place with the current AA for Communications for the workload. Currently, the duties include newsletter, social media, keeping website up to date, sharing other information coming in through other sources, doing news releases, Stall Street Journal and on the receptionist side, responsibilities include the phone, door, and incident command with All Hazards Plan. The Administration is looking for additional information from the committee and Board for ways to expand on this position.
  
  A discussion continued and points were – this is not an underutilized position; possible addition to this position with the availability to go out and take pictures in another building for an event; Administration was going to research who is currently taking pictures at buildings?; possibly having this position attend the Communications Committee meetings; this position was a transition as it was developed with thought it could expand more with communications; the transition time for this position is now over and now looking what to do with this position; another concern has been getting information to the greater community that is not connected with social media and the internet and the possibility of starting a database; creating and maintaining the database would be a time consuming task and it was put on the back burner with all the activity at the beginning of the school year with thoughts that this position would be responsible for the database; possibility of having a full time position as is common in other school districts but for the time being having this position responsible with a concerted effort for the social media and those types of things for two or three years was a good start; a mailer did go out to all addresses in the district that included various options to be included in the database; not sure of current status of database with current number of community members involved; Administration could check with the position to access the work of the database and where it could go for future; communication plan needs reviewed to include all people in the community, those using social media and those that rely on printed documents; Administration will clarify if the district-wide mailer was gathering information for both electronic and printed information options; the new website was also part of this position and has not been implemented yet; other channels for distribution of printed District materials were reviewed in places other than the District buildings; currently no printed copy of the newsletter is available; are the people in the community that do not have access to the internet interested in receiving information about the District?; to reach most District community members, sending information with the tax bill is a good way to deliver information as the Annual Report is currently distributed.
  
  Ms. Shaffer reported another effort of the Communications Committee, looking at February 2017 minutes, was the newly formed Parent Engagement Committee for folks going through a difficult time. The committee was going to be chaired by Brigitte Englert, former Director of Pupil Personnel. Dr. Redding did start asking some questions to check for information on this initiative.
  
  Ms. Shaffer reported the third topic was the superintendent search and how to engage the community with that piece.
  
  Dr. Redding reported when the new Board is seated in December, a discussion will take place about which process to follow for the superintendent search. He has made some preliminary contacts with consulting firms that do this type of work for school districts and two representatives are available on December 4 to come and discuss with the Board specifically about engaging the community in this process which is critical to the District at this time.
  
  An opportunity was provided for public comment. There was none at this time.
Acting Superintendent’s Report - Dr. Redding
1. District Affiliated Report – Communities That Care – Anne Cook, CTC Mobilizer, Greg Kern and Jill Urey, CTC Co-Presidents will provide a brief report on the work of this organization.
  Jill Urey introduced Greg Kern and Anne Cook. Each shared information with the Board about CTC.
  
  Ms. Urey gave a brief history of CTC, Mr. Kern talked about the programming and Ms. Cook shared new initiatives.
  
  The PA Youth Survey is administered every two years to grade 6, 8, 10 and 12 students. The survey was administered this fall and results will be available in the spring. An uptick in the last PAYS was stress and mental health issues. Programming is tailored accordingly after reviewing the PAYS’ results. State funding is now nearly non-existent for CTC and is largely supported through donations, grants and fundraising activities. Big Brother/Big Sister program pairs high school/middle school students with elementary students to provide bonding and skill building. Student boards exist at both high school and middle school to provide leadership skills, diversity and acceptance and service opportunities. Awards for notable turnarounds are awarded in middle school and high school. School and community drug education programs are provided. A Community Variety Show and a Multi-Cultural Festival are also held. A New Family Inclusion Program is also in place where work is done to ease the transition of new families coming into the District. Nutrition Education Program is done in the elementary schools through Memorial Hospital’s Kids in the Kitchen Program. STOMP (Student Teen Outreach for Mental Illness Prevention) is new this year and includes staff education, student education and a Health Fair. With STOMP, ten teachers were trained at the middle school and we hope to do the same at the high school in January. Next year, we hope to bring a District-wide initiative to help teachers with students that are facing mental illness. Work is being done to get a stress reduction yoga program into the high school in conjunction with the YWCA and a stress and trauma certified yoga instructor. Increasing emphasis to bring mindfulness and wellness to the elementary level to bring earlier programs into schools to provide coping skills and identify at-risk students earlier would result in less mitigation later and work has begun with Valley View for potential pilot programming. The other elementary schools would be included going forward. Questions were answered by Board members.
  
  An opportunity was provided for public comment. There was none at this time.
2. District Goals - Quarterly Report
  Dr. Redding reported above.
3. Update on District Mental Health Needs Goals - Mrs. Hasenfuss
  Mrs. Hasenfuss reported above and answered questions from Board members.
  
  Board members were appreciative of the Administration and Guidance Departments for stepping up and helping our students. PCBH is bringing in trained therapists with specialized services to serve the student’s particular needs and students are receiving expert services.
  
  An opportunity was provided for public comment. A question was answered that PCBH does have a provision for crisis intervention.
4. The Administration recommends Board approval of the confidential Administrative Disciplinary Hearing Agreement for SID #6539275455, following a hearing conducted by Acting Superintendent, Dr. Larry Redding. The Agreement sets forth the details of the recommendation in response to the Act 26 violation. The student will complete a six-day expulsion in the York Suburban Middle School In-School Suspension Room and be placed on academic and social probation for the remainder of the 2017-18 school year. [Motion; Discussion; Roll Call Vote]
  (*) Motion, Freireich, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
5. 2018-19 School Calendar - DRAFT
  Dr. Redding reported above. The draft calendar was reviewed by the Administrative Team.
  
  A discussion continued and points were – 180 student days, 190 teacher days (2 days with activities beyond the school day); February 15 and 18 are guaranteed days off for students.
  
  An opportunity was provided for public comment. There was none at this time.
  
  Dr. Redding concluded the discussion stating this item will be on the November 20 agenda for voting.
6. Reports from Administrators
  1. Dr. Ellis, High School Principal reported the YS Drama Club held the production “Twelve Angry Jurors” and it was very successful. The Band has been performing outstanding performances. The Cross Country Boys finished 2nd in the State by two points and the Cross Country Girls finished 13th in the State. Students do very well in the classroom for academics and are very competitive in extracurricular activities.
  2. Dr. Furhman, East York Elementary Principal reported a new initiative to grow students’ hearts both emotionally and socially. During club period that is voluntarily supervised by staff members for one-half hour twice a month, students put away the traditional school and textbooks and participate in a club they have selected. A variety of clubs include all grade levels as students work, learn and have fun together. The staff is also doing a book study on culturally responsive teaching.
Business Office Report - Ms. Mason

Items being recommended for approval on November 20, 2017.
1. The Administration recommends Board approval of advertising and soliciting of bids for the Middle School, Ed Center and Maintenance Building Roof Replacements.
2. The Administration recommends Board approval of advertising and soliciting of bids for the High School Lighting for the Stage and Auditorium.
3. The Administration recommends Board approval of advertising and soliciting of bids for the Phase 1 of East York Elementary which includes the HVAC Renovation, the Entry Sequence Renovation, Pathway, Ceiling and Lighting Upgrade and Gang Bathroom Renovations.
4. The Administration recommends Board approval of the Resolution to Recognize the East York Elementary School PTO as a Civic and Service Organization as required by the Local Option Small Games of Chance Act. This is needed by the PTO so they can submit their paperwork for their handbag bingo fundraiser to be held on December 2, 2017.
  Ms. Mason reported above.
Student Board Representative Report - Elise Atkinson
Miss Atkinson is attending the Band Banquet this evening.
Committee Reports - Ms. Leopold-Sharp
1. Communications Committee Report - Ms. Shaffer
  Ms. Shaffer reported discussion took place earlier in the meeting.
2. Personnel Committee Report - Ms. Bates
  Consent Agenda [You have before you the Personnel Report which includes termination, appointment, employment and volunteer winter coaches. 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, Posenau; Approval. Roll Call Vote, all present, yes. Motion carried 8-0.
  1. Termination
    
    Recommend Board approval of the termination of the employment of Sara Freed, Administrative Assistant for Guidance at the Middle School, effective October 27, 2017.
  2. Appointment
    Recommend the appointment of Scott Weaver as East York Envirothon Advisor for the 2017-2018 school year at the stipend of $394 which represents Step 1 of the Extracurricular Salary Schedule.
  3. Employment
    1. Recommend the employment of Christina Collins as a Full-time Substitute Instructional Support Aide at Valley View Elementary effective November 7, 2017, through the end of the 2017-2018 school year at the hourly rate of $10.65.
    2. Recommend the employment of Bonnie McBride as an Instructional Support Aide at East York Elementary effective November 7, 2017, at the hourly rate of $10.65.
    3. Recommend the employment of Meghan Wildermuth as a Full-time Substitute Instructional Support Aide at Yorkshire Elementary effective November 7, 2017, through the end of the 2017-2018 school year at the hourly rate of $10.65.
  4. Recommend Board approval of the following Volunteer Winter Coaches for 2017-2018:
    Bradley Groover, Wrestling
    Dennis Heffern, Wrestling
3. Additional Committee Reports/Announcements
  Ms. Leopold-Sharp asked if there were any additional reports.
  
  Mrs. Freireich reported the next Facilities Committee meeting is scheduled November 8 at 4:30 PM.
  
  Mr. Posenau reported the Finance Committee meeting on November 15 is cancelled.
  
  Mrs. Schroeder reported the Academic Standards and Curriculum Committee meeting is scheduled for November 29 at 4:30 PM.
Lincoln Intermediate Unit
No report
York Adams Academy - Mrs. Freireich
Mrs. Freireich reported the 12 seats for YS students are occupied at YAA. Graduation is scheduled for December 19.

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 October 26 is provided.

Mrs. Schroeder reported above.
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.

Ms. Leopold-Sharp recognized two fellow Board members that recently retired, Mr. Robinson retired a few months back and Mrs. Schroeder retired on Friday. She applauded them for their service and their professional achievement and welcomed them to the world of the retired. Applause was heard throughout the room.
Adjournment
The meeting was adjourned at 8:28 PM.

An Executive Session will be held immediately following the meeting.

An Executive Session was held.

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

Board Secretary

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