Minutes 2018-03-12

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

An Executive Session was held at 6:00 PM.

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

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, Lois Ann Schroeder, Joel Sears, Michael Thoman, Kenneth Watts, Elise Atkinson (Student Representative)
  
  Member not present – Steven Scalet
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.
  
  Denee Myers, 515 Ardmore Lane – thanked the Administration for deciding to have 4th grade music lessons for all students during the school day; requested no outsourcing for music staff.
Board President’s Report – Mr. Posenau
1. The Board met on February 28, 2018 and March 5, 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.
2. The Board met prior to this evening’s meeting 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.
3. Board Meeting Schedule Discussion – 2018-19
  Dr. Redding reviewed above and asked for Board discussion on 2019 meeting dates.
  
  A discussion continued and the points were – there would be potential conflicts with meetings on Tuesdays instead of Mondays, consistency with Monday meetings on the first and third Mondays of the month is desired; Administration does not have an objection to coming in for a Board meeting on a paid holiday that is not a work day.
  
  The discussion concluded stating meetings will be scheduled on January 7 and 21 and February 4 and 18. The remaining dates are scheduled on the first and third Mondays.
4. Superintendent Search Update
  Mr. Posenau reported the process started with 30 applicants and first-round interviews are scheduled with 12 applicants. Then, the second-round interviews will be scheduled. The plan is to be completed with the search in March. Thanks to all those that participated in Focus Groups to let the Board know what you are looking for in the next Superintendent.
Acting Superintendent’s Report – Dr. Redding
1. Discuss recommendations to make personnel adjustments for 2018-2019, with additional review by the Board Personnel Committee at the March 13 Meeting.
  1. Recommendations for Academic and Student Services
    1. Add 2 new K-5 Elementary Classroom Teacher positions
    2. Add an Elementary Certified Math Specialist position
    3. Establish an Autistic Support (Gr. 3-5) Teacher position
    4. Establish 2 paraprofessional/classroom aide positions for the Autistic Support classroom
    5. Address the changing social and emotional needs of YSSD students
  2. Recommendations for Administrative Adjustments
    1. Establish a Director of Human Resources position
    2. Establish a Coordinator of Transportation and Child Accounting position
    3. Reclassify the Executive Administrative Assistant for Human Resources position to an Administrative Assistant for Operational Services position
    4. Adjust the level of responsibilities for the Athletic Director position
  3. Recommendations to Enhance Organizational Leadership
    1. Establish a Director of Elementary Education position
    2. Eliminate the Director of Educational Services position
      Dr. Redding reviewed above.
      
      Discussions took place and points were:
      
      Kindergarten Registration – there is no trend at this time for prediction of kindergarten registration as full-day kindergarten is in its first year this year; previously, it was necessary to hire people close to the start of school in August with increased numbers in kindergarten registration; most teacher certifications at the primary level cover Grades K-4 with the exception of older teachers when their certifications covered Grades K-5.
      
      Elementary Math Specialist – a new hire would be scheduled 50/50 utilizing even and odd days at Valley View and Yorkshire.
      
      Autistic Support (Grades 3-5) – when the maximum number of eight students occurs in the classroom, an option for student(s) is the LIU as they specialize with the students that have highest needs, the District does consult with the LIU and other districts on an individual basis when a decision needs to be made; recommendations were made to develop written plans for situations when there are too many students for the classroom and not enough students for the classroom; an autistic student can be in learning support program depending on their individual needs; at the Personnel Committee meeting, the Administration will ask for consideration for another Grades K-2 Autistic Support classroom as 14 students have been identified for Grades K-2 for next year.
      
      Social Services Position – at this time, these services are provided by guidance counselors that have been meeting with outside agencies to obtain additional information for the last three years; there is no community service at this time to provide this type of service to the District; it is the intent of the Personnel Committee to discuss and review information and provide a recommendation to the Board of one position or both positions; looking at all the evidence, a social worker position is definitely needed now and the District has needed this type of position for years; this is a critical resource for students and their families to make attempts now for prevention of further needs; a District position would be available to monitor on an ongoing basis; guidance counselors would continue to make simple referrals for students and their families; an incoming District social worker/coordinator would benefit from all of the current collaboration that takes place with the District guidance counselors.
      
      These discussions will continue at the Personnel Committee meeting.
2. Address School Safety Concerns
  Dr. Redding reported about the importance of ongoing school safety. The Administrative Team has reviewed procedures and drills as it relates to the All-Hazards School Safety Plan. Two buildings had safety walk throughs by our local law enforcement personnel. Meetings have been scheduled with the Spring Garden and Springettsbury Police Chiefs. Administrative discussions are taking place to determine District’s needs for safe school grant monies, which may be provided through additional state funds to districts. It is reassuring that the Auditor General will be helping to identify an audit of various school safety functions. In this type of audit that was done in Dr. Redding’s previous school district, findings were used for various improvements along with additional funding. Secondary parents were notified of the plans involved at the high school and middle school with National Walkout Day and the Administration is providing a strong safety format for students.
  
  A discussion continued and the point was – the Administration is reviewing information from professionals and working with the police chiefs to review safety procedures and looking at items that will benefit continued safety at the buildings.
3. Lincoln Intermediate Unit Board of Directors Ballot
  Dr. Redding requested Board members complete ballots that were placed in their portfolios and return to Wendy.
4. Reports from Administrators
  Dr. Gulley, Indian Rock Elementary Principal and Dr. Ellis, High School Principal shared information about things going on in their respective buildings.
Business Office Report – Ms. Mason
Items recommended for approval on March 26

Ms. Mason reported the first four projects in this report have been on the capital plan list.
1. The Administration recommends the Board award the bid for the Roofing Project to TRS Roofing, Inc. for a total cost of $2,241,000. This amount is the base bid of $1,646,000 and two alternates totaling $595,000 for two Middle School roof areas that were not a part of the base bid. Those two sections will be out of warranty in approximately five years and one of those areas already has leak problems. By replacing those sections now, the entire roof will end up with a 30 year warranty.
  Ms. Mason reviewed above.
  
  A discussion continued and points were – the remaining five-year warranty is on the rubber material only and does not include any labor, leaks continue in this section of the roof at the seam area, all the flashing is gone due to storms and does need to be replaced, any flashing replaced at this time would be removed and replaced when the roof project is scheduled, there is opportunity for additional building damage with the leaks occurring; could repair of areas with leaks continue and what is the cost to continue repairing the leaks?; what is the cost of the flashing?
  
  Mr. Posenau stated this project was not discussed at the committee level because it was necessary to cancel the Facilities Committee meeting this week. Is there an opportunity to postpone the decision on this project until a later date when additional information can be provided?
  
  The discussion continued and the points were – if there is a delay, there may be a chance of not getting this project done over the summer to be ready for school to start in the fall when the parking lot needs to be clear; some comments were expressed about having to vote on this project in a short timeline without having the opportunity to look at the base bid and alternates as is usually done at a committee meeting; it was the architect’s recommendation to complete the entire roof at this time as the rubber material would be pro-rated in the remaining five-year warranty; approving the base bid now and adding alternates in a few months may create difficulty for contractor ordering materials; it is not possible to reschedule the Facilities Committee meeting.
  
  Dr. Redding shared a procedural recommendation that questions could be sent to the Facilities Committee Chair and the Chair could schedule a work session with Administration to discuss all questions.
  
  Mrs. Freireich, Facilities Committee Chair stated that she will follow through with that recommendation.
2. The Administration recommends the Board award the bids for the East York Elementary Renovation Project as follows: general contractor to East Coast Contracting, Inc. for a total of $425,000; electrical contractor to McCarty & Son, Inc. for a total of $571,958; mechanical contractor to SSM Industries, Inc. for a total of $1,206,000; plumbing contractor to SSM Industries, Inc. for a total of $27,400. The total amount of the bids is $2,231,058. This total is $960,142 below the estimate for this project.
  Ms. Mason reviewed above.
3. The Administration recommends the Board award the bid for the Middle School Chiller Project to ___________ for a total cost of __________. (This bid is being opened March 16 in the afternoon – will have a name and amount for the agenda.)
  Ms. Mason reviewed above and plans to put out information to Board members following the bid opening.
4. The Administration recommends Board approval of the proposal from Slough Flooring, Inc. to furnish and install carpet tile on the first floor of the Ed Center and installation of carpet tile in two offices located in the basement of the Ed Center for a total cost of $43,143.97. The carpet is being purchased off of the State Contract #10125 with Tandus Flooring. The purchase is being paid from the Capital Projects Fund as outlined in the 2017-18 plan.
  Ms. Mason reviewed above.
5. The Administration recommends Board approval of the quote from Virco for High School Cafeteria furniture in the amount of $48,726.46. The furniture is being purchased off of the U.S. Communities 2018 Contract. The purchase is being paid for out of the Cafeteria Fund.
  Ms. Mason reviewed above.
  
  A discussion continued and points were – cafeteria fund monies are totally separate and come from food service revenue; additional seating with different configurations is desired, some of the furniture will no longer be usable, any remaining usable furniture may go out to other districts on bid or donation.
6. The Administration recommends Board approval of the proposal from School Installers of PA, Inc. of $91,512.84 for removal and replacement of 12 single and 4 double depth in wall cafeteria tables and benches as East York Elementary for a total of $91,512.84 to be paid from the Cafeteria Fund. The tables are being purchased off of the Costars Contract.
  Ms. Mason reviewed above.
7. The Administration recommends Board approval of the contract with Apple Nissan for a three year lease for a 2018 Nissan Sentra for Drivers Ed. The monthly payments will be $278. This is an increase of $4 per month with our current lease.
  Ms. Mason reported above and stated there is a very limited number of dealers that make cars usable for driver education.
8. The Administration recommends Board approval of an annual contract with Tomlinson Bomberger for fertilizer, weed and grub control District wide for a total of $6,156. This is an increase of 2.2% or $136 from last year.
  Ms. Mason reported above.
Student Board Representative Report – Elise Atkinson
Miss Atkinson reported planning for Prom is taking place. The spring sports season officially started. An athletic report was provided. The Music Department Choral Concert with grades 5-12 participating took place yesterday. There is a Band and Orchestra Concert scheduled on Wednesday evening. Art and World Language Honor Society Inductions will be held tomorrow at the high school. The Indian Rock Elementary Variety Show is scheduled on Friday in the middle school auditorium. The Multi-Cultural Festival is scheduled at the middle school next week. 68 8th grade students were involved with the York County Science and Engineering Fair. The third Annual National Honor Society Coffee House is scheduled. The National Honor Society collected over 1000 books to use with the Impact Foundations’ Food For Thought backpack program that sends food home with students.
Committee Reports – Mr. Posenau
1. Committee Schedule
  Mr. Posenau reported above.
2. Communications Committee Report – Mr. Robinson
  The January 25 minutes are provided.
  
  Mr. Robinson reported above and informed Board members that additional information on Staff Appreciation Breakfasts will be distributed and Board members will be asked to attend one of the breakfasts. The Springettsbury Township has agreed to allow a one-quarter page from the District in their newsletter.
3. Additional Committee Reports
Lincoln Intermediate Unit Report
1. The “…by Dawn’s Early Light”, highlights of the LIU Board meeting of March 6, is provided.
  Mr. Posenau reported above.
2. LIU Joint Operating Authority Report – Mrs. Freireich
  No report
York Adams Academy Report – Mrs. Freireich
No report
York Adams Tax Bureau Report – Ms. Mason
No report
York County School of Technology Report – Mrs. Schroeder
Mrs. Schroeder reported YCST sent a team to the National Association of Home Builders competition held in Florida. A YS junior, Tylor Kegreese, was part of the team. This experience provided new opportunities for some of the students such as first time flying and traveling outside of Pennsylvania. The students spoke highly of this opportunity.
Recognition of Visitors
Mr. Posenau reported the York Suburban Education Association shared that there were no issues to bring to the Fireside Chat later this month.
Board Meeting and Committee Schedule
Mr. Posenau reported above.
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.

Scott Wagner, 1312 Ogontz Street – agreed with scheduling the 4th grade lessons during the school day, music should be equally important as other parts of the school day, shared his Band Night wrist band with Dr. Redding to remember the importance of the music department as continued discussions occur.
Adjournment
The meeting was adjourned at 8:46 PM.

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

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

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