Minutes 2015-10-05

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
OCTOBER 5, 2015 – 7:00 PM
PROVARD EDUCATION CENTER

M I N U T E S
(approved on October 19, 2015)

General Business
Call to Order – Mr. Miller
1. Pledge of Allegiance to the Flag
  Mr. Miller called the meeting to order with the Pledge of Allegiance to the Flag.
2. Roll Call
  Members present – Emily Bates, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, John Posenau, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Elizabeth Huh (Student Representative)
  
  Members not present – Jennifer Clancy
Board President’s Report – Mr. Miller
The Board met in Executive Session following the regular monthly meeting on September 21, 2015 for the purpose of discussing personnel and/or legal issues.

Mr. Miller reported above.

Mr. Miller announced the Nominating Committee chair will be appointed on October 19 at the Regular Monthly meeting or November 2 at the Planning Committee meeting. The chair must be a Board member that will remain on the Board following the election and not on the ballot for the election. Mr. Miller asked for any interested persons to contact him.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – All-Sports Boosters – Carol Kauffman, President, will provide a brief report on the work of this organization.
  Ms. Kauffman provided a handout to Board members. Much time and energies were shared during last year’s fundraisers that led to success and overall progress was made. Changes made for the concession stands (indoors and outdoors) have been positive. The All-Sports Boosters provided $1,000 towards the new sound system project in the high school gym and money for the Girls Basketball new uniforms. Several successful initiatives from last year that will be scheduled this year include a chicken bar-b-que and scheduling the Herb Schmidt Relays on a Friday from a Saturday. Concessions were sold at the August movie night and proceeds were given to the high school’s mini-THON project. Necessary repairs have been done at the outdoor concession stand. Thanks was extended to Tac Thomas, high school tech ed teacher, and students for making candy stands for the concession stand from wood that was removed from the recent high school office renovation project. The candy stands will be used for years to come.
  
  A discussion continued and points were – the concession stand refrigerator in need of repairs is a big industrial style unit; unfortunately when West York used our artificial turf field for a football game with Kennard-Dale on Saturday there was not enough time to work out a schedule for opening the concession stand.
  
  Dr. Merkle thanked Ms. Kauffman for her leadership with the All-Sports Booster Club on behalf of the district and community. The work of this organization is very well respected with students, staff and community.
2. Student Demographic Report – Mrs. Gross will provide information on new students and general demographics.
  Mrs. Gross provided a review of above information.
  
  A discussion continued and points were – the 14 students returning to YS from the York Area Regional Charter School was due partially to the struggles internally with discipline expectations that were not delivered by the administration for one and one-half years which since has been changed. YARCS students also came to YS when administrators recruited them back. This was not an occurrence across the county schools partially due to the fact that YS administrators were making personal contacts with the families. The Administration will review what kind of special academic and/or behavior services the returning students are receiving. A suggestion was made by a Board member to inform the general community that the host schools are doing a better job than the charter schools; all day kindergarten students returning to YS was noticed last year but not this year; this is the second year that the Administration has researched this data in depth and anticipates next year to present trends as it is too early to forecast this year with the data available; suggestion to have a date on this report when it is presented as the information does change daily.
  
  Dr. Merkle concluded the discussion stating this is crucial data and much time and effort is put forth to research this information. The administrators will follow the returning students to be sure their needs are being met. The takeaways are the District is becoming more diverse, is growing and serves a needier population. These are more challenges for a phenomenal staff to rise to the occasion.
3. Major Personnel/Vendor Agreements – Dr. Merkle will update the Board on the status of these Agreements.
  Dr. Merkle reviewed above.
4. Comprehensive Plan – Dr. Maloney will provide a brief update on the status of the Plan.
  Dr. Maloney reviewed above.
  
  A discussion continued and points were – there is no specific follow-up from PDE unless the district is involved with school improvement; this plan has been prepared to link to district goals to bring the accountability to the local level; there is much effort put into the preparation of this plan; the Administration will research how much effort and time of person hours are invested in this process as it does not show up on a budget.
  
  Homecoming Weekend – Dr. Merkle reported while there was disappointment in the decision to cancel the parade and bonfire due to the weather on Thursday evening, which involves both elementary and secondary students. There was a lot of spirit in the high school at the Friday assembly. On Friday evening at the football game, the band came out in the rain to provide an environment desired for the homecoming court and festivities. On Saturday, tours were held at the high school for two alumni classes that grows the connection with community members. On Saturday evening, the YS Education Foundation had their function of greeting the alumni, teachers and retired teachers. The YS culture was definitely a part of all these opportunities and the District needs to continue to grow this culture as challenges do lie ahead. The homecoming dance was held off site on Saturday evening at the students’ request. Reports have shown that ticket sales were up, students had a very good time, there were no incidents and the facility (The Bond in York) was very nice.
  
  Dr. Merkle announced that YS cooperated with the West York SD’s request to use the YS stadium for Saturday’s West York vs. Kennard-Dale football game due to their poor grass field conditions resulting from the weather. A rental fee was not charged but WY did pay for custodial and othere staffing fees. A Board member commented this is an awesome attitude to assist another district in this manner.
Business Office Report – Ms. Mason
1. Items being recommended for approval on October 19
  1. The Administration recommends approval of the Preventive Maintenance Agreement with Tyco Simplex Grinnell for Fire Alarm Test and Inspection, Access Control Software Services, Emergency Service, Fire Alarm Monitoring and Burglar Alarm Monitoring Districtwide for a total annual cost of $39,573. This is a three year agreement.
    Ms. Mason reviewed above.
  2. The Administration recommends approval of advertising and soliciting of bids for the Middle School Partial Roof Replacement.
    Ms. Mason reviewed above.
  3. The Administration recommends approval of the Proposal for Professional Services required for renovations to the Trojan Field with Turf, Track & Court, LLC in the amount of $22,575.
    Ms. Mason reviewed above.
2. Informational Items
  1. 2016 Budget Update
    Broad Budget Goals
    
    Dr. Merkle reported that it is difficult to establish goals without the state budget approval and reviewed above.
    
    A discussion continued and parts were – the lack of a state budget would affect YS in March.
    
    Dr. Merkle concluded the discussion reporting that Lincoln Charter School announced that staff agreed to a 50% cut in salary as opposed to a 50% reduction in staff as they are unable to make payroll as a result of the lack of a state budget.
    
    A discussion continued and parts were – YS is currently paying the charter school bills; a question was raised if we should continue to do so and several Board members stated it is the law and we should obey the law as we are a law abiding SD and it is a good example for the community at large of doing what is required.
  2. York Suburban High School All-Sports Booster Club – $3,641.56 (Boys Volleyball – $970.83 for volleyballs, Golf – $488 for shirts, Field Hockey – $532.46 for supplies, Swimming – $1,650.27 for various supplies)
    Ms. Mason reviewed above.
    
    A discussion continued and points were – athletic uniforms are part of the District budget on a rotating schedule, the above information is additional components to the uniform such as warm-ups, changing shirts, etc.
Student Board Representative Report – Elizabeth Huh
Miss Huh reported many juniors took the SATs this past Saturday to take advantage of the old test while the new test will be given in December. When the homecoming dance was first announced to be held off site, there was some hesitation by students due to previous tradition of the dance at the high school. There was maximum capacity at The Bond and the tickets were sold out. There were some concerns about parking and student council is discussing that issue. The dance was successful at the new site. The Homecoming Queen was Olivia Gettle.
Committee Reports – Mr. Miller
1. Academic Standards & Curriculum Committee – Mrs. Clancy
  The minutes of July 20 are provided.
  
  Mr. Miller reported above.
2. Facilities Committee – Mrs. Freireich
  The minutes of August 19 are provided.
  
  Mrs. Freireich reported above. The committee will continue to review the capital plan.
3. Finance Committee – Mr. Posenau
  The minutes of April 22 and August 26 are provided.
  
  Mr. Posenau reported above. The committee will be targeting November to have an opt out resolution available for budget purposes.
4. Personnel Committee – Ms. Shaffer
  1. The first Fireside Chat of the year is scheduled for November 3 at 6:30. The following Board members will participate: Roger Miller, Cathy Shaffer, Lois Ann Schroeder and Emily Bates
    Ms. Shaffer reported above.
  2. The minutes of May 12 are provided.
    Ms. Shaffer reported above.
5. Policy Review Committee – Ms. Bates
  1. The minutes of August 18 are provided.
    Ms. Bates reported above.
  2. The Policy Review Committee will be recommending approval of the following policy revisions.
    1. 806 Child/Student Abuse
    2. 819 Suicide Prevention
    3. 913.1 Distribution of Literature and Commercial Advertising – A brief statement will be added to this policy stating that contracts with District vendors may be considered separate from this policy. The solicitor is working on the statement and it will be added for the voting meeting.
    4. 913.2 Commercial Sponsorship Agreements – A brief statement will be added to this policy stating that contracts with District vendors may be considered separate from this policy. The solicitor is working on the statement and it will be added for the voting meeting.
    5. 210 Medication Attachment will become an Administrative Regulation (210-AR-0)
      Ms. Bates reviewed above and there were no additional comments by Board members.
6. Additional Committee Reports/Announcements
Lincoln Intermediate Unit – Mr. Sears
Mr. Sears reported the regular meeting is scheduled tomorrow.
York Adams Academy – Mrs. Freireich
Mrs. Freireich reported 13 YS students are currently enrolled.
York County School Technology – Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of September 24 is provided.

Mrs. Schroeder reported above.
Board Meeting and Committee Schedule
Mr. Miller reported above.
Comments and/or Questions from the Public
An opportunity was provided for public comment. There was none at this time.
Adjournment
The meeting was adjourned at 8:22 PM.

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

There will be an Executive Session immediately following the meeting.

An Executive Session was held.

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