Minutes 2018-02-12

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
FEBRUARY 12, 2018 – 7:00 PM
PROVARD EDUCATION CENTER

An Executive Session was held prior to the meeting at 5:45 PM.

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

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

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)
3. A reminder to please silence your cell phone during the meeting.
  Mr. Posenau reviewed 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 two minutes or less.
  
  An opportunity was provided for public comment.
  
  Ronda Abel, 455 Ardmore Lane – instrumental positions, Friends of YS group
  
  Linda Koller, 1396 Glendale Road – 4th grade students in music
  
  Nicole Seiberling, 1250 Southern Road – before-school options
  
  Scott Wagner, 1312 S. Ogontz Street – proposed reduction of music teachers
  
  Amy Meyers, 3111 E. Market Street – music department and administration work together to reduce travel time
  
  Stephanie Sullivan, 331 Pine Hill Lane – extracurricular activities in music
  
  Tammy Levin, 480 Hillcrest Road – outsourcing for extracurricular activities
  
  Denee Myers, 515 Ardmore Lane – social impact on students with music
  
  Kristy Atkinson, 1401 Old Farm Lane – outsourcing extracurricular activities in other districts not successful
  
  Stephanie Shull, 138 N. Marshall Street – robust music programming important for students to get through the school day
  
  Robert Renjilian, 2641 Raleigh Drive – home investments and values, maintain culture and excellence in school and programs
  
  Bella Spaddato, 138 N. Marshall Street – band participant and member of many performance groups
  
  Jordyn Abel, 455 Ardmore Lane – experienced improvement in life with band opportunities
  
  Karen Clifford, 1901 Hollywood Parkway – YS graduate, music was part of criteria needed for recent designation of Blue Ribbon School District
  
  Todd Fogdall, 360 Tollgate Road – parent, Appell Center for the Performing Arts CEO, public school music programs provide many opportunities for students
  
  Christy Renjilian, 2641 Raleigh Drive – not understanding the focus on music department at this time
  
  Angeline Hepner, 1028 Hill Street – 4th and 5th grade music is important
  
  Mr. Posenau thanked everyone for coming out and sharing their comments. There is nothing on the meeting agenda regarding cutting the music program. The Administration is looking throughout the entire District to make sure it is run in the best possible way.
  
  A discussion continued and the points are – there is no proposal at this time regarding the music department; Dr. Redding has come up with some options and is looking at some scenarios.
Board President’s Report – Mr. Posenau
1. A committee of the Board met with representatives from York Suburban Education Association (YSEA) on January 30, 2018 at 6:30 PM in Executive Session for a Fireside Chat as permitted by Section 707 of the Sunshine Act for the purpose of discussing personnel matters. No official action was taken.
  Mr. Posenau reported above.
2. The Negotiations Committee of the Board met with YSESPA and administrative representatives on January 31, 2018 at 5:00 PM for contract discussions.
  Mr. Posenau reported above.
3. The Board met prior to this meeting in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing personnel and student matters. No official action was taken.
  Mr. Posenau reported above.
4. New Superintendent Search Update
  Mr. Posenau reported Focus Groups for the community, staff and students have been held with one additional day that was rescheduled due to weather conditions taking place on February 22. A significant number of responses from applicants have been received. Additional information will be reported when it is available.
Administrative Report – Ms. Mason
1. The Administration recommends Board approval of the immediate expulsion of SID# 3567735349 as set forth in the Administrative Disciplinary Hearing Agreement following a hearing conducted by Board appointed hearing officer, Larry R. Redding, Acting Superintendent. The student will be placed at an alternative school for a period of not less than one full school year. [Motion; Discussion; Roll Call Vote]
  (*) Motion, Freireich, Second, Robinson; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
2. Follow-up Presentation: Intermediate Level Autistic Support Program Proposal – Mrs. Hasenfuss
  Mrs. Hasenfuss and Mrs. Skimski presented information to the Board.
  
  A discussion continued and points were – if a relationship with a child does not work out with a teacher, the teacher uses their training to assist the student to move towards a positive relationship with instruction and experience in the classroom; the maximum number of students in an autistic classroom per school law is eight, if a class reaches maximum enrollment, an IEP Team would make a review and student(s) with higher needs may benefit from center-based classroom at York Learning Center; a wealth of Intermediate Unit resources would remain available, benefits to the students is evident; if number of students drop, students from surrounding districts could be brought to the classroom; if a classroom is no longer needed, the teacher has certifications that would allow teaching in other areas that are needed.
  
  Mr. Posenau concluded the discussion stating this will be a voting item at the February 26 meeting. The link to the presentation will be included on the agenda following the meeting.
3. Information Item
  Federal Program Monitoring – Dr. Ketterman
  
  Dr. Ketterman reported Title I, II, III and IV are being monitored this school year and monitoring is basically an audit. The Administration will hear in mid-February when the monitoring will occur. An online self-assessment by the Administration is completed and submitted first during the process.
  
  A discussion continued and the points were – the monitoring will take place on site during one to two days; East York Elementary has the highest percentage of Title I students.
4. Reports from Administrators
  Dr. Scott Krauser, Middle School Principal and Dr. Todd Monos, Valley View Elementary Principal provided reports on recent building activities.
Business Office Report – Ms. Mason
1. Items recommended for approval at this meeting.
  1. The Administration recommends Board approval of the WAN Agreement with Lincoln Learning Network at a cost of $340 per month for an Internet subscription of 400 MBPS. [Motion; Discussion; Roll Call Vote]
    Ms. Mason reported above and noted the Administration received this after the January voting meeting.
    
    (*) Motion, Schroeder, Second, Robinson; Approval.
    
    A discussion continued and points were – this change will increase the bandwidth by 50, the District was at 350 MBPS for $350; this is a bargain for the District due to the contract with Learning Network.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  2. The Administration recommends Board approval of the contract with FnP Productions for a total amount of $3,000 for music and audio at the York Suburban MiniThon 2018 to be held Friday, February 23 starting at 9:00 pm and ending no later than Saturday, February 24 at 7:00 am. [Motion; Discussion; Roll Call Vote]
    Ms. Mason reported above.
    
    (*) Motion, Freireich, Second, Schroeder; Approval.
    
    A discussion continued and the point was – this expense is paid by the student activity fund.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
2. Items being recommended for approval on February 26, 2018.
  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.
    Ms. Mason reported above.
  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 2017-18.
    Ms. Mason reported above.
  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.
    Ms. Mason reported above. A request was made for this agreement to be posted on the confidential section for new Board members.
  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. This service will assume all of the duties the District currently handles for substitute teachers.
    Ms. Mason reported above. This service will save close to $10,000 per year and with personnel time, the total savings is approximately $50,000.
    
    A discussion continued and points were – building principal approves absence requests after teacher completes a request online; the daily substitute rate is $110 per day and this amount is a county-wide decision.
  5. 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.
    Ms. Mason reported above and added the applicant goes through a process with the PA State Veteran’s Commission, must be determined to be financially in need in order to be eligible for the program and be permanently disabled due to their service to the country; this is the third approval in the last several years; a request is evaluated every five years by the commission.
  6. The Administration recommends Board approval of the bid for new band uniforms to Stanbury Uniforms in the amount of $32,500 for 65 uniforms.
    Ms. Mason reported above.
    
    A discussion continued and points were – currently there are 47 students and extra uniforms are ordered to account for potential growth as additional uniforms cannot be ordered at a later date; 15 years is anticipated for uniform usage; this amount is in this year’s budget.
  7. 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.
    
    Ms. Mason reported above and added this is a process that was started last spring by Attorney Say and myself. This will allow for a more timely process on purchases already approved with the budget. An example was provided with technology purchases using co-ops in April and May.
    
    A discussion continued and the point was – a list of items, not just allocations, is available with the budget as part of the process.
  8. 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.
    
    Ms. Mason reported above and added an annual budget is submitted by the high school and middle school principals. A group’s fundraiser pays the expenses.
    
    A discussion continued and the point was – authorized purchasers have been identified as Ms. Mason and Dr. Ellis, High School Principal for the High School.
  9. 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.
    
    Ms. Mason reported above.
  10. 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.
    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 $3.25 per person for food and beverage for the Homecoming Dance to be held on September 29, 2018.
    Ms. Mason reported above.
3. Informational Items
  1. Donation in the amount of $514.62 from the All-Sports Booster Club for a whiteboard for swimming.
  2. Donation in the amount of $500 from an anonymous donor for helping with students negative meal accounts.
  3. Donation in the amount of $300 from Dina Smoker for helping with students negative meal accounts at Indian Rock Elementary.
  4. Donation in the amount of $500 from Danny and Judith Barker for helping with students negative meal accounts at East York Elementary.
  5. Donation in the amount of $50 from Penny Ayers for helping with students negative meal accounts.
  6. Donation in the amount of $70 from Nichole Zortman for helping with students negative meal accounts.
    
    Ms. Mason reported above.
Student Board Representative Report – Elise Atkinson
Miss Atkinson reported the winter sports season has ended and provided an athletic report. Zoe Prats won a regional poetry competition and will move on to a state competition. The Quiz Bowl Team ended their season undefeated and their appearance on Brain Busters will air March 3 at 1:00 PM. MiniTHON is scheduled next Friday and everyone is invited to the Family Hour from 9:00 to 10:00 PM. Students participated in a Focus Group for the Superintendent Search. 100 days of school was recently celebrated. State Representative Carol Hill-Evans recently read to students in elementary classrooms. The high school students have been aware of the discussion and conversations happening about the music department. Parents and alumni have shared their thoughts on social media, #SaveYSMusic.

A discussion continued and the point was – approximately 40 students participated in the Focus Group held earlier today.

An email message was received by Matt Marshall, Athletic Director that reported the Girls Basketball Team won the Sportsmanship Award and amazing scholarship money is available for those senior students. Congratulations Girls Basketball Team!
Committee Reports – Mr. Posenau
1. Committee Schedule
  Mr. Posenau reported above.
2. Academic Standards and Curriculum Committee Report – Mrs. Schroeder
  The
  
  minutes of November 29 are provided.
  
  Mrs. Schroeder reported above and shared the topics of discussion at a recent meeting. There is no proposal for the music department at this time. A discussion does continue for efficiency for programming in the music department. The goal is not to eliminate or inconvenience the music education of students.
  
  A discussion continued and points were – proposals for alterations or changes do come to the Board through various committees as there is often overlap with various committees; Dr. Redding was approached by building principals and other administrators with the inefficiency of the music schedule in its first year, he looked at it with fresh eyes and saw some possibilities for change, he shared information with music faculty at a department meeting, mis-information was expressed following the meeting and concerns regarding the mis-information are currently being voiced; currently it is status quo for music department; a discussion verses a proposal was discussed; governance by the Board was discussed.
  
  Mr. Posenau concluded the discussion stating the Administration is encouraged to do fact-finding and look for ways to save money which would be followed by coming forth with proposals to the Board.
3. Facilities Committee Report – Mrs. Freireich
  The minutes of November 8 are provided.
  
  Mrs. Freireich reported above and added the next meeting is February 14.
4. Personnel Committee Report – Mr. Robinson
  1. The minutes of January 9 are provided.
    Mr. Robinson reported above.
  2. Consent Agenda [You have before you the Personnel Report which includes retirement, resignation, appointment, employment, leave of absence, substitute teacher, prospective teacher as a substitute teacher, guest teachers, 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; Public Comment; Roll Call Vote]
    (*) Motion, Robinson, Second, Schroeder; Approval. Roll Call Vote, all present, yes. Motion carried 9-0.
    
    A comment was made about the many years that Mrs. Hammond has given to the District in the classroom and various extracurricular activities. All the best to her as she retires later this school year.
    1. Retirement
      Recommend Board approval of the retirement of Joan Hammond, Family and Consumer Science Teacher at the High School, effective the last day of the 2017-2018 school year. Mrs. Hammond is retiring after having served 37 years in education and 20 with York Suburban School District.
    2. Resignation
      1. Recommend Board approval of the resignation of Kathy Geist, Custodian at Yorkshire Elementary, effective February 20, 2018.
      2. Recommend Board approval of the resignation of Kraig Reinhold, Co-Assistant Boys Lacrosse Coach #2, effective January 19, 2018.
      3. Recommend Board approval of the resignation of Jonathan Stiles, High School Trojan Theater Lighting and Sound Coordinator, effective January 22, 2018.
    3. Appointment
      1. Recommend the appointment of Oliver Good as Head Boys Volleyball Coach for the 2017-2018 school year at the stipend of $4,848 which represents Step 3 of the Extracurricular Salary Schedule.
      2. Recommend the appointment of Cristina Fiorentino as Assistant Boys and Girls Track Coach for the 2017-2018 school year at the stipend of $2,873 which represents Step 2 of the Extracurricular Salary Schedule.
    4. Employment
      1. Recommend the employment of Anthony Giuffrida as Assistant Boys Lacrosse Coach #2 for the 2017-2018 school year at the stipend of $1,982 which represents Step 1 of the Extracurricular Salary Schedule.
      2. Recommend the transfer of Justin Krebs from the position of Assistant Boys and Girls Track Coach #3 to the position of Assistant Boys and Girls Track Coach #2 for the 2017-2018 school year. No change in stipend.
      3. Recommend the employment of Robert Ramp as High School Groundskeeper, effective on or about February 27, 2018, at the hourly rate of $14.93, pending employment documents.
      4. Recommend the employment of Keila Sanchez as a Long-term Substitute Instructional Support Aide at East York Elementary effective February 13, 2018, through the end of the 2017-2018 school year at the hourly rate of $10.65.
      5. Recommend the transfer of Lori Stambaugh from the position of Assistant Boys and Girls Track Coach #2 to the position of Assistant Boys and Girls Track Coach #1 for the 2017-2018 school year at the stipend of $5,704 which represents Step 4 of the Extracurricular Salary Schedule.
      6. Recommend the transfer of David Turybury from the position of Co-Assistant Softball Coach #1 to the position of Assistant Softball Coach #1 for the 2017-2018 school year at the stipend of $3,488 which represents Step 3 of the Extracurricular Salary Schedule.
    5. Leave of Absence
      Recommend the approval of the request of Amber Krzanowski, Special Education Teacher at the High School, for an FMLA leave of absence starting February 1, 2018 through approximately April 30, 2018.
    6. Recommend the employment of the following Substitute Teachers at the daily rate of $100, effective February 13, 2018:
      
      Giovanni Frenda
      
      Mary Renda
      
      Sheila Sibol
    7. Recommend the employment of the following Prospective Teacher as a Substitute Teacher at the daily rate of $100, effective February 13, 2018.
      
      Lauren Van Pelt
    8. Recommend the employment of the following Guest Teachers at the daily rate of $100, effective February 13, 2018:
      
      Lynnaya Graf
      
      Sara Luster
      
      Katherine Nelson
      
      Brian Shelley
      
      Sheila Sibol
    9. Recommend Board approval of the following Volunteer Spring Coaches for 2017-2018:
      
      Megan Chapman – Softball
      
      Brent Markel – Softball
      
      Kraig Reinhold – Lacrosse
      Nathan Rohrbaugh – Volleyball
    10. Recommend Board approval of the following Volunteers for 2017-2018:
      
      Tricia Diehl
      
      Robin Finney-Lim
      
      Erica Poster
      
      Lydia Stayer
      
      Sherry Stayer
      
      Jonathan Stayer
      
      Victoria Valdez
      
      Jennifer Weitkamp
5. Policy Committee Report – Mr. Thoman
  
  Policies reviewed by the committee.
  1. Policy 204 – Attendance
  2. Admin Regulations Policy 204 – Attendance
  3. Policy 302 – Employment of Superintendent/Assistant Superintendent
  4. Policy 311 – Reduction of Staff (Suspensions/Furloughs)
  5. Admin Regulations Policy 324 – Personnel Files
  6. Policy 808 – Food Services
  7. Policy 916 – Volunteers
    Mr. Thoman reported above.
    
    A discussion continued and the points were – it was decided a list of concerns regarding these policies will be shared by Mr. Sears to the Committee for their review; a vote will be deferred on the policies that can wait; policy revisions originate with PA School Boards Association making recommendations due to changes in the law and changes due to current hot topic items and the Administration also recommends changes due to deficiencies that are identified; it is important to stay reasonably current with policy changes.
6. Additional Committee Reports/Announcements
Lincoln Intermediate Unit
1. The “…by Dawn’s Early Light”, highlights of the LIU Board meeting on February 6, is provided.
  Mr. Posenau reported above.
2. LIU Joint Operating Authority
  Mrs. Frereich reported officers were elected at the recent reorganization meeting. Approval was given for an expenditure in the amount of $36,000 for security and communication upgrades in the York Learning Center. In a savings of approximately $35,000 and as a collaborative effort, students from York County School of Technology will be doing the complete installation.
York Adams Academy – Mrs. Freireich
Mrs. Freireich reported YS continues to have 12 students at YAA. At the recent reorganization meeting, officers were elected.
York County School of Technology – Mrs. Schroeder
The

YCST Joint Operating Committee Mini-Board Report of January 25 is provided.

Mrs. Schroeder reported above.
Board Meeting and Committee Schedule
Mr. Posenau 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.

Kristy Atkinson – asked the following question – when a teacher retires, does the position remain?

Mr. Posenau responded a position remains when a teacher retires.

A comment was made by a community member about governance and vision of the District.

Christy Renjilien – proposal versus plans or ideas by Administration to music teachers

Bella Spaddato – Dr. Redding came into music classes at the high school recently to share information from the Administration what is being planned

Ronda Abel – paper given to music teachers by Administration stated reduction of staff and moving time of 4th grade instrumental
Adjournment
The meeting was adjourned at 9:39 PM.

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

An Executive Session was held after this meeting.

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

Board Secretary

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