Minutes 2012-12-03

YORK SUBURBAN SCHOOL BOARD
RE-ORGANIZATION MEETING
DECEMBER 3, 2012 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

M I N U T E S
(approved December 17, 2012)

Call to Order – Mr. DeHaas
1. Pledge of Allegiance to the Flag
  Mr. DeHaas called the meeting to order with the Pledge of Allegiance to the Flag.
The re-organization of the Board takes place for the election of a President and Vice-President and the setting of dates and times of meetings for the coming school year.
Section 402 of the School Code states, “…that there shall be elected from the hold-over members a temporary President to chair the Re-organization meeting, and the Secretary of the Board shall act as Secretary of such meeting.”

Items of business are as follows:
1. Roll Call
  Members Present – Emily Bates, Jennifer Clancy, John DeHaas, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer
  
  Members Not Present – Bradley Clark (Student Representative)
2. Election of Temporary President
  Motion, Shaffer, Second, Bates; Lois Ann Schroeder, Nominating Committee Chair, as temporary President, and unanimously passed (9-0).
3. Report of Nominating Committee – Mrs. Schroeder
  1. Election of President [Motion and Vote]
    Motion, Schroeder, Second Bates; Lynne Leopold-Sharp as President. Roll Call Vote, all present, yes. Motion carried 9-0.
    
    Return of Chair to the President
  2. Election of Vice-President [Motion and Vote]
    Motion, Schroeder, Second, Bates; William Kirk as Vice-President. Roll Call Vote, all present yes. Motion carried 9-0.
4. Appointment of Architect for Routine Projects. The administration recommends the appointment of NuTec Design as Architect for Routine Projects for the 2013 year. [Motion and Vote]
  Motion, Schroeder, Second, DeHaas; Appointment of NuTec Design as Architect for Routine Projects for the 2013 year. Roll Call Vote, all present, yes. Motion carried 9-0.
5. Appointment of Solicitor. The administration recommends the appointment of the firm Stock and Leader as Solicitor of the district for the 2013 year. [Motion and Vote]
  Motion, Schroeder, Second, Bates; Appointment of the firm Stock and Leader as Solicitor of the district for the 2013 year. Roll Call Vote, all present, yes. Motion carried 9-0.
6. 2013 Meeting Schedule of Planning Committee and Regular Monthly Meetings.
  The administration recommends the approval of the meeting schedule for 2013. Voting will only take place at regular monthly meetings unless advertised otherwise. All times are at 7:30 PM and the place where the meetings will be held is the Ronald H. Provard Education Center unless advertised otherwise. [Motion and Vote]
  
  Ms. Leopold-Sharp reported the advertisement of committee meetings will take place on a quarterly basis. She asked if there were any questions on 2013 meeting schedule.
  
  A discussion continued. Points of discussion included – like the new format meeting schedule; a combined meeting in June will be sufficient.
  
  The Board members unanimously agreed to the presented 2013 meeting schedule and information will be advertised accordingly.
7. Committee Assignments
  1. Policy No. 005 – Local Board Procedures – Organization
    
    Ms. Leopold-Sharp reported that she will be in contact with Board members about committee assignments and committees will be announced on December 17.
8. Miscellaneous Board Representative Assignments
  1. York County School of Technology Operating Committee/Authority Member – Three-year term to commence on January 1, 2013 and expire on December 31, 2015.
    Ms. Leopold-Sharp reported the vote for above assignment will take place on December 17.
  2. Lincoln Intermediate Unit 12 Board Representative – Joel Sears’ term ends June 30, 2014
  3. York/LIU Joint Authority Board Representative – Joel Sears’ term ends January 1, 2014
  4. York Adams Academy Board Representative
  5. York Learning Center Joint Authority Board Member
  6. York Area Tax Bureau
  7. York Tax Collection Committee
9. Committee Meeting Times – Ms. Leopold-Sharp asked for any discussion on times of committee meetings.
  A discussion continued. Points of the discussion included – there has been some discussion about scheduling committee meetings so that all board members could attend by setting one meeting time and the committees decide on specific day; sometimes there are more than one meeting per day and a standard time would now allow that; it is not always possible to block a certain time during the day to be available; it would be nice to have the opportunity for Board members to attend all committee meetings; much effort is put in scheduling special meetings for the nine of us and looking for a committee time that suits everyone may be difficult.
  
  Ms. Leopold-Sharp reported that she would like this resolved this evening as we go forward with committee assignments.
  
  The discussion continued – suggest 6:00 PM for the time for committee meetings, with the goal of no longer than one hour; as long as the three committee members are able to attend meetings, it wasn’t the intention to have all board members attend every committee meeting; suggestion to have committee chairs set the time of committee meetings; the Board should be approving the time of committee meetings; due to the difficulty of setting specific time for committee meetings, suggestion to add technology for flexibility like skyping to have the opportunity to attend the meeting outside the building; structure of committee should not be based on when the committee meets; consideration should be given as we expect the administration to attend commitee meetings.
  
  Ms. Leopold-Sharp concluded the discussion stating accommodations will be given for people’s interest in serving on committees, times will be scheduled by committee and the Board will approve the committee meeting schedules.
10. Roll Call Voting – Ms. Leopold-Sharp asked if there was any discussion on Roll Call Voting.
  A discussion continued. Points of the discussion included – Roll Call Votes called in order and when there are four affirmatives and four negatives, the President casts the last vote, it may appear to the public that the President makes the decision, suggest yes/no card, pass to Denny and responses are read into record, feel this is important and no game playing will take place; during past President’s tenure, only cast one or two deciding votes, it takes five votes to do anything, respectfully disagree because of time required, will create administrative time to get same result, I don’t think people change their votes depending on how it is going around the table; several supported the yes/no card vote; others like the current set-up for roll call voting.
  
  Ms. Leopold-Sharp did a preliminary count of those in favor of yes/no cards and those to stay with current set-up and response was four to four. Ms. Leopold-Sharp continued that she sees no reason to change but while respecting this idea from fellow Board members, we will have a trial with the yes/no cards starting in January for three months, with re-evaluation at end of March. Cards will be available to cast vote on roll call votes only and Mr. Younkin will read the votes into the record.
Adjournment
The meeting was adjourned at 7:57 PM.

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
DECEMBER 3, 2012
Following Reorganization Meeting
RONALD PROVARD EDUCATION CENTER

M E E T I N G N O T E S

Call to Order – Ms. Leopold-Sharp
Ms. Leopold-Sharp called the meeting to order at 7:57 PM.

Ms. Leopold-Sharp informed members of the public that the Business Office report was removed this evening due to Mr. Younkin’s unexpected absence. The detailed revenue report will not be on the agenda this evening as we had anticipated. On December 17, Mr. Younkin will present revenue projections and expenditure projections and a time will be available for public comment following each subject. If members of the community would like to stay until the end of the meeting tonight where public comment on any subject is received, your comments will be heard.

Mr. Bulette attempted to add something to the record and Ms. Leopold-Sharp informed Mr. Bulette that this is not the time for public record.
1. Board President’s Report – Ms. Leopold-Sharp
  1. Board Goals
    Ms. Leopold-Sharp reported that Board Goals will be reviewed on a monthly basis and asked which meeting is preferred? Consensus was Planning Committee meetings.
    
    Ms. Leopold-Sharp asked Board members and administrators to come to the January Planning Committee and be prepared to discuss how the goals are to be evaluated for those that have not been identified.
    
    An opportunity was provided for public comment.
    
    Robert Gruver, 1338 Clover Lane – How is Mr. Younkin doing?
    
    Dr. Orban replied that is private and no comment is available.
2. Superintendent’s Report – Dr. Orban
  1. PA Youth Survey Update
    Dr. Orban highlighted above information and stated administrators will be seeing the summary next week at administrator team meeting.
  2. Yorkshire LEED Report
    Dr. Orban reported the Board pursued LEED certification at Yorkshire Elementary School and silver LEED certification was received. Additional money would be needed to apply for the gold LEED certification for application process, etc. and it was decided not to pursue that level.
  3. Calendar Discussion with YSEA
    Dr. Orban reported that she attended the Association Representative meeting earlier today to discuss next year’s calendar and discussed the possibility of an earlier start date and benefits – the possibility of a county-wide calendar; there may be some transportation savings by combining with other school districts; academic time before Keystone Exams and PSSAs is important; protected winter and spring breaks could be a result; building in earlier make-up days due to current weather conditions may be a possibility. We had a great conversation and comments from the representatives include – appreciate the academic time prior to Keystone and PSSAs; starting earlier would probably have first year growing pains for the district; an earlier start would fit with teachers in college programs; concerns included were families that already have made their summer vacation plans; summer jobs for students; tourist industry; community change in summer jobs. Other positives included – academically it makes sense to start early; when students return from Labor Day vacation after just starting, they are still in vacation mode; deer Monday and Friday of President’s Weekend could be scheduled an inclement weather make-up day; proactive for common calendar that could lead to staff development with other school districts and that could lead to textbook adoptions to save money. Mr. Darrah, Association President, plans to gather additional information from other teachers.
    
    Mrs. Shaffer commented a representative from CTC, Shama Mir the district mobilizer, is in attendance this evening and may be interested in making comments on the PA Youth Survey.
    
    Mrs. Mir replied CTC is just delving into this summary now as a committee.
    
    Dr. Orban added a few additional comments about earlier start of the calendar for 2013-14. Keystone Exams are scheduled for December, despite the fact that PSSAs are moved, academic time at the beginning of the year is favored.
    
    Mr. Kirk commented the best option is a county-wide calendar. As a Board member, our decisions should be based academic or financial benefit/distraction and suggest we look at these reasons as we make these decisions.
    
    An opportunity was provided for public comment. There was none at this time.
3. Committee Reports
  1. Academic Standards and Curriculum Committee Report – Mrs. Clancy
    1. The next Curriculum Committee meeting is January 30 at 9:00 AM.
      Mrs. Clancy reported above information.
    2. The annual Academic Standards and Curriculum Committee meeting is February 7 at 6:30 PM.
      Mrs. Clancy reported above information.
  2. Communications Committee Report – Mrs. Schroeder
    1. The minutes of the November 5 meeting are provided.
      Mrs. Schroeder reported the committee is working on the Annual Report, which is one of the board goals. A reminder about the panel discussion on Thursday evening, Everything You Wanted to Know About Being a School Board Member. The Finance Committee asked our input for public budget discussions. Last year, we had 14 community members at six different meetings, not a huge turnout. The recommendation is to consider one public presentation of the budget, possibly a Saturday morning or weeknight evening.
      
      A discussion continued. Points of the discussion included – this meeting would be in addition to every public meeting that the Board reviews budget information; possibly schedule during week of January 21, which would precede the Board’s first vote on the budget; an evening during the week would probably be easier to schedule; open conversation is suggested to allow questions to be answered to allow a better understanding.
      
      Ms. Leopold-Sharp concluded the discussion by asking the Communications Committee to continue to select a date and the Finance Committee will work on the public presentation.
    2. The next Communications Committee meeting is scheduled January 14 at 6:30 PM.
      Mrs. Schroeder reported above information.
  3. Facilities Committee Report – Ms. Leopold-Sharp
    1. The next Facilities Committee meeting is scheduled January 2 at 5:30 PM.
      Ms. Leopold-Sharp reported above information.
  4. Finance Committee Report – Mr. Miller
    1. The minutes of September 5 are provided.
      Mr. Miller reported above information.
    2. Tax Collector Compensation. The Board is required to take action on setting tax collector rates if a change in rates are to be considered. These rates must be set prior to January 31, 2013. The Board should consider if they wish to make changes to the rates and/or take action on these rates.
      Mr. Miller reviewed above information. The Finance Committee’s recommendation is to keep the rate the same.
      
      Mr. DeHaas inquired about four years ago, we talked about removing tax collector. Has something changed?
      
      Mr. Miller commented that Mr. Younkin is not interested in that at this time as the issues have been corrected.
    3. The next Finance Committee meeting is scheduled January 9 at 5:30 PM.
      Mr. Miller reported above information.
      
      An opportunity was provided for Public Comment. There was none at this time.
  5. Legislative Policy Committee – Mrs. Clancy
    Mrs. Clancy reported going forward, we no longer have to select legislative priorities from PSBA platform.
    
    An opportunity was provided for public comment. There was none at this time.
  6. Nominating Committee Report – Mrs. Schroeder
    1. The minutes of November 19 are provided.
      Mrs. Schroeder reported above information.
      
      An opportunity was provided for public comment. There was none at this time.
  7. Personnel Committee Report – Mrs. Shaffer
    1. The next Personnel Committee meeting is scheduled February 7 at 2:00 PM.
      Mrs. Shaffer reported above information.
  8. Policy Review Committee Report – Ms. Bates
    1. The minutes of November 20 are provided.
      Ms. Bates reported above information and asked for discussion on any of the policies below.
    2. New/Revised Policy Discussion.
      1. Policy No. 123.1 – Management of Athletics with Concussion/Return to Play
        A discussion continued. Points of the discussion include – suggest only two violations for a coach before coach is dismissed; another Board member suggested only one violation before coach is dismissed; suggest we make this more stringent if we can and suggest suspension is for one full calendar year.
        
        Ms. Bates asked Dr. Orban tp check with counsel making the policy more stringent, draft policy change and send to Board members prior to next meeting.
        
        The discussion continued. Points of the discussion include – since this is going back to solicitor, in terms of violation, suggest to ask if knowing could be added to bottom of page 3 to violation, this could protect a coach if there was a communication glitch.
        
        Ms. Bates also asked Dr. Orban to review with counsel this suggestion.
      2. Policy No. 209.1 – Food Allergy Management
      3. Policy No. 215 – Promotion and Retention
        Ms. Bates commented the revisions on this policy reflect what is currently taking place at the high school.
      4. Policy No. 822 – Automated External Defibrillator (AED)/Cardiopulmonary Resuscitation (CPR)
        Mrs. Shaffer commented she has a concern the statement about minimum of one certified for AED.
        
        Dr. Orban replied the district had many people trained.
        
        A discussion continued. Points of the discussion included – revise to minimum of one present; there is a nurse or health room assistant in each building at all times and they are trained; not good for administrator’s time to maintain this; substitutes for nurses and health room assistants are nurses and they also have the training; suggest wording change to each building instead of each school; are there any trained people at the Ed Center?
        
        Dr. Orban replied nine people were trained. She continued the district does not currently have administrative regulations and this type of additional detail would be included. The administration is currently working with PSBA on creating administrative regulations.
    3. The next Policy Review Committee meeting is scheduled January 8 at 3:45 PM.
      Ms. Bates reported above information.
      
      An opportunity was provided for public comment. There was none at this time.
  9. Lincoln Intermediate Unit Report – Mr. Sears
    Mr. Sears reported a spotlight report was the proposed LIU budget. The district’s share last year was $32,000 and this year, $32,300. 1.7% increase and the district’s share, .9%. I have additional detail if anyone is interested in reviewing the IU budget document.
  10. York Adams Academy – Mr. DeHaas
    No report
  11. York Area Tax Bureau Report – Ms. Leopold-Sharp
    No report
  12. York County School of Technology – Mrs. Schroeder
    Mrs. Schroeder reported the budget season is approaching and there are questions about the budget development process at YCST. I do not recommend we approve their budget. Their budget is based upon the lowest index in the county, which is our district at 1.7%. No budget was reviewed for a lesser amount. The vote did pass and we are not bound to approve it. Additional information will be available at a later date. There are a small number of representatives that are not in favor of that figure being used. The majority of school districts need to pass the budget in order for it to pass.
    
    An opportunity was provided for public comment on LIU or YCST? There was none at this time.
4. Business Office Report – Mr. Younkin
5. Comments and/or Questions from the Public
  An opportunity was provided for any comments from Board members.
  
  Mrs. Shaffer respectfully requests a note be sent to Tom Gentzyel who is leaving PSBA and assuming director of NSBA and thank him for his service. Also, Dr. Merkle as chair of new and improved Wellness Committee, forwards wellness tips emails weekly. Some are pretty interesting and if any board members are interested in receiving them, please let me know.
  
  Ms. Leopold-Sharp asked Mrs. Shaffer to draft a resolution for Mr. Gentzyel and forward to the administration.
  
  An opportunity was provided for public comment. There was none at this time.
6. Adjournment
  Meeting adjourned at 8:52 PM.

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