Minutes 2012-12-17

1. Call to Order – Ms. Leopold-Sharp 
   1. Pledge of Allegiance to the Flag  

      Ms. Leopold-Sharp called the meeting to order and asked for a moment of silence to start the meeting for the school district and community in Newtown, CT and all those across the nation impacted by the event that took place on Friday.  

      The Pledge of Allegiance to the Flag was recited. 

   2. Roll Call
      
      Members present – Emily Bates, Jennifer Clancy, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative) 

      Members not present – John DeHaas

      Ms. Leopold-Sharp thanked the community members and public for the time to attend our meetings and communicating with board members and administration.  We appreciate your comments and encourage everyone to continue to do so.   

   3. Public Comment

      The guidelines for giving public comment at Planning Committee meetings and Regular Monthly meetings were provided.

      An opportunity was provided for public comment. 

      Rhonda Murphy, 875 Wyndsong Drive – has two children in YSSD (IR & MS) – spoke of support for next year’s calendar to be pushed back with a start on August 21; protected spring break is important for our family and their times together

   4. Discussion and Action on Board Minutes – Approval of the Minutes of the Regular Board Meeting of November 19, 2012 and the Minutes of the Re-Organization Meeting and Planning Committee Meeting of December 3, 2012.  [Approve as submitted/corrected]

      Ms. Leopold-Sharp reported the minutes are approved and will be filed.

Motion, Miller, Second, Kirk, and unanimously passed 8-0; Approval of the Treasurer’s Report. 

1. Approval of Treasurer’s Report as of November 30, 2012 [File for audit]  The Treasurer’s Report, Summary Report  and Check Summary are provided.  
2. Fund Account Reports showing balance as of November 30, 2012
   1. General Fund-2012-13 – $25,268,443.83
   2. Food Service Fund – $80,725.83
   3. Capital Reserve Fund – $152,699.34 
   4. Capital Projects Fund-Bond Series of 2006 & 2007 – $386,981.46 
3. Payment of Bills
   1. General Fund-2012-13 – $1,484,312.46
   2. Food Service Fund – $141,981.46 
   3. Capital Reserve Fund – $4,400.00 
   4. Capital Projects Fund-Bond Series of 2006 & 2007 – $19,679.88 

1. The Board and Superintendent met on December 1, 2012 for a training conference facilitated by PSBA. 

   Ms.  Leopold-Sharp reported above information. 

2. Committee Assignments 

   Ms. Leopold-Sharp highlighted above information and informed the public and staff they are welcome to attend any committee meeting.

   Ms. Leopold-Sharp reported the Board is doing more work in committees and she is appreciative of Board members willing to serve as committee chairperson and committee members.  There are  some discussions that will occur at the whole board level rather than committee level.

3. Committee Meeting Schedule for First Quarter

   Ms. Leopold-Sharp reported above information and announced the district will advertise the committee meeting schedule on a quarterly basis. 

4. 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.

      Motion, Bates, Second, Shaffer, and unainimously passed 8-0; Mrs. Schroeder will be representative at York County School of Technology and Mr. Kirk will be alternate representative at York County School of Technology.

   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

      Mr. DeHaas will be the representative.

   5. York Learning Center Joint Authority Board Member

      Mr. Sears will be the representative.

   6. York Area Tax Bureau 

      Mr. Kirk will be the representative.

   7. York Tax Collection Committee 

      Mr. Kirk will be the representative.

1. Student Enrollment Report 

   Dr. Merkle highlighted above information.  There were some double reporting in outside placements and the error was corrected and is reflected in this report.  In child accounting, we have improved and worked very hard in identifying non-residents (19 students since the beginning of the school year) and sent them back to their home schools.  Verifying residence is an interesting aspect of school law and is very difficult to navigate.  It does require lots of home visits.  The administration believes there is some link with York City School District changing to K-8 buildings as we see more elementary students.

2. Thank you to Luther Memorial Church.  The congregation donated hats and gloves for students.   

   Dr. Merkle reported above information and a thank you note was sent to the church.

3. Food Service Report
   
   Mr. Younkin reviewed reports provided and announced that Mary Keane from Whitsons is in attendance this evening if there are any questions.

   A discussion continued.  Points of discussion included – many comments have been heard in the community about portion sizes and this change is positive, how will it be communicated with parents?; there is a decrease in participation by students in other school districts that Whitsons services and we are different in seeing an increase; the change is a federal law, should that be communicated?; previously federal information was placed on the website; Whitsons does have a parent letter available to be used to communicate this recent change.

   Dr. Merkle reported that information will be reviewed tomorrow by administration and Whitsons.

   Mrs. Keane added that this change will only run through end of school year and at that time the federal government will revise it.

   The disucssion continued.  Points of discussion included – the contract with Whitsons states a guaranteed monetary return and with increased participation by students, the district could receive additional amount; calorie maximums are in place and there are no limits on fruit, how does that fit into the guidelines?

   Mrs. Keane gave an example that garlic bread with pasta was not previously permitted and now it is permited.  It is a change, but not really, they are opening the door for student participation.  The federal government is concerned about free/reduced children and if they are not receiving a meal at school, where are they getting their food?  My observation in the schools is that more students are eating vegetables and fruits and that is a positive change.

   1. Monthly Dining Review
   2. Sales Activity Report 
   3. Healthy Hunger Free Kinds Act Update 
4. Tragedy at Sandy Hook

   Dr. Merkle reported the students were fantastic and the families did what they needed to do at home.  The teachers handled things professionally.  With just a very few isolated exceptions, school is on track and ready to roll.

   Mr. Kirk reported that he heard favorable comments to the communications over the weekend – kudos to the administration.

Mr. Clark reported the music concert was held yesterday, winter sports season has started and keystone exams are over.  He questioned how will the move of the start of school earlier than usual affect fall sport schedules and inquired about a common calendar in the county.

Dr. Merkle replied PIAA have dates set and they will not be changed.  The change would impact how coaches schedule practices during the first week of school.  An attempt is taking place for a common schedule in York County with the start date and several days throughout the school year being the same. 

1. The next Academic Standards and Curriculum Committee meeting is scheduled January 30 at 9:00 AM. 

   Mrs. Clancy reported above information and noted the meeting time has been changed to 3:45 PM.

2. The annual Academic Standards and Curriculum Committee meeting is scheduled February 19 at 6:30 PM.      

   Mrs. Clancy reported above information and added the location is High School Room 160.

1. The Communications Report and Activities Report are provided.   

   Mrs. Schroeder reported above information.

2. The Public Budget Presentation is scheduled Thursday, January 24, at 7:00 PM in High School Room 160 .

   Mrs. Schroeder reported above information.

3. “What You Need to Know about Serving on the School Board” panel report. 

   Mrs. Schroeder reported the panel discussion was well received by the community and approximately 12 people from the community and a variety of school districts attended.  This was good for community service. 

4. The next Communications Committee meeting is scheduled January 14 at 6:00 PM. 

   Mrs. Schroeder reported above information and stated the meeting time has changed to 6:30 PM.

   A question was raised about videotaping of meetings and Ms. Leopold-Sharp reported Dr. Orban and Mr. Henry have reviewed information and a test was done.  Additional information will be available by Dr. Orban. 

1. The next Facilities Committee meeting is scheduled on January 2 at 5:30 PM.  

   Ms. Leopold-Sharp reported above information. 

1. The next Finance Committee meeting is scheduled January 9 at 5:30 PM.  

   Mr. Miller reported above information and stated the meeting time was changed to 5:00 PM.

1. Consent Agenda:  You have before you the Personnel Report which includes a retirement, employment, requests for leave of absence, additional substitute teachers and an additional guest teacher.  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; second; roll call vote.  

   Mrs. Shaffer reminded the Board that there is an Addendum located at the end of the agenda with additional items in the Personnel Committee consent agenda.

   Motion, Shaffer, Second, Bates; Approval of all items on the Personnel Committee consent agenda with the exception of the retirement of Dennis Younkin.  Roll Call Vote, all present, yes.  Motion carried 8-0.

   Motion, Shaffer, Second, Miller; Approval of the retirement of Dennis Younkin.  Roll Call Vote, all present, yes with regrets.  Motion carried 8-0.

   Mrs. Shaffer acknowledged the continuation of the tradition of excellence was experienced with Mr. Younkin in the business office.  He provided clarity during public presentations with respect to budget process and was open with information under the sunshine law.  He will be missed.

   Dr. Merkle reported that Dr. Orban asked that I withhold comments from this seat as she will provide comments at a later date.

   Mr. Younkin reported no one does this job without the help and support of the administrators and staff in the district.  Much support was received from everyone and it was an honor to work in the district.

2. Retirement
   1. Recommend Board approval of the retirement of Dennis Younkin as Director of Finance and Support Services effective June 1, 2013. Mr. Younkin is retiring after having served 42 years in education and 5 years with York Suburban School District. 
3. Employment
   1. Recommend the employment of Ryan Fant as Assistant Junior High Wrestling Coach at the salary of $1,944 which represents Step 1 of the Extracurricular Salary Schedule.
   2. Recommend the employment of Kelley Goodyear as a Long Term Substitute Health and Physical Education Teacher at East York Elementary, Indian Rock Elementary, and Yorkshire Elementary for Susan Robertson effective January 7, 2013 through approximately February 14, 2013 at the daily rate of $105.
   3. Recommend the employment of Brandy Mummert as a Lunchroom Aide at Indian Rock Elementary School at the hourly rate of $10.50, pending clearances.
   4. Recommend the employment of Ashley Russell as a Long Term Substitute 5^th Grade Teacher at Indian Rock Elementary for Sonia Guyer effective on or about January 12, 2013 through approximately February 25, 2013 at the daily rate of $105.
4. Request for Leave of Absence
   1. Recommend Board approval of the request of Maryalyce Keener, Library Aide at East York Elementary and Yorkshire Elementary, for an unpaid leave of absence for restoration of health from November 27, 2012 through December 12, 2012.
   2. Recommend Board approval of the request of Jennifer Leppo, Accountant, for a short term disability leave for maternity purposes starting on or about February 8, 2013, followed by an unpaid leave of absence. Mrs. Leppo plans to return to her position on or about May 6, 2013.
5. Additional Substitute Teachers for 2012-13
   1. Rachel Salvi
   2. Beth Tyso 
6. Additional Guest Teacher for 2012-13
   1. Kathryn Godin
7. The next Personnel Committee meeting is scheduled February 7 at 2:00 PM.

   Mrs. Shaffer reported above information and noted the meeting time has been changed to 4:00 PM.

1. The next Planning Committee meeting is scheduled January 14 at 7:30 PM.  

   Mr. Kirk reported above information. 

1. Policy Revision.  The Policy Review Committee recommends adoption of the following revised and new policies.  [Motion and Vote]

   Motion, Bates, Second, Clancy, and unanimously passed 8-0; Adoption of the following policies. 

   1. Policy No. 123.1 – Management of Athletics with Concussion/Return to Play  
   2. Policy No. 209.1 – Food Allergy Management
   3. Policy No. 215 – Promotion and Retention
   4. Policy No. 822 – Automated External Defibrillator (AED)/Cardiopulmonary Resuscitation (CPR) 
2. The next Policy Review Committee meeting is scheduled January 8 at 3:45 PM. 

   Ms. Bates reported above information. 

No report

Ms. Leopold-Sharp reported Mr. Younkin attended a YATB meeting that was rescheduled that she was unable to attend and Mr. Younkin reported an auditor was selected at that meeting.

1. The Mini-Board Report dated November 27 is provided by the York County School of Technology Joint Operating Committee. 

   No report

No report

1. “…by Dawn’s Early Light” outlining the highlights of the November 27 LIU Board Meeting is provided. 

   No report

No report

1. Authorizaion to Solicit Bids – Art, Athletics, Custodial, General, Paper Supplies and Physical Education.  The administration recommends approval of the advertising and soliciting of bids for the 2013-14 school year for the following supplies and equipment:  Art, Athletics, Custodial, General, Paper Supplies and Physical Education.  [Motion and Vote] 

   Motion, Sears, Scond, Kirk, and unanimously passed 8-0; Approval of the administration for the advertising and soliciting of bids for the 2013-14 school year for the following supplies and equipment:  Art, Athletics, Custodial, General, Paper Supplies and Physical Education.

2. FY2013-14 Budget Update  
   1. Preliminary General Fund Operating Budget 

      Mr. Younkin highlighted above information.

      A discussion continued.  Points of the discussion included – a big swing in basic instruction subsidies under revenue exists because last year when budget was adopted the governor proposed collapsing transportation and social security subsidies and this was listed in the basic educational subsidy, estimate is closer in the 13-14 budget; the increase in employee benefits represents 50% of our cost, the percentage is going from 12% to 16% and as the district’s cost goes up, so does the reimbursement, the 4.9% increase in instruction expenditures is due to this increase; concern with fund balance at .8%; the administrative recommendation is not how the budget currently stands, the Board policy goal is 5% of expenditures for fund balance.

      Mr. Younkin continued the review of attachment.

      A discussion continued.  Points of the discussion included – request specific mention for the non-discretionary increases at the bottom of the spreadsheet in the future that the district has no control over will be helpful for the public; the budget for tax collection rate includes increase in delinquency with the change in the economy and there have been more liens. 

   2. Preliminary General Fund Revenues 

      Mr. Younkin reviewed above information.

   3. Act 1 Budget Calendar 

      Mr. Younkin reviewed above information. 

   4. Act 1 Exceptions Summary 

      Mr. Younkin reviewed above information. 

   5. Budget Reduction Tax Summary 

      Mr. Younkin reviewed above information. 

   6. Act 1 Resolutions 
      1. Not to Exceed Index 

         Mr. Younkin reviewed above information. 

      2. Proposed Preliminary Budget Advertisement 

         Mr. Younkin reported above information. 

   7. District Data Sheet Update 2012-13 

      Mr. Younkin reviewed above information.

      Ms. Leopold-Sharp asked when will the Board hear the administration recommendation?

      Mr. Younkin replied the administration would like to hear from the Board what direction of a tax rate.  The administration has not had time to digest the figures in detail at this time.  A general discussion is encouraged.

      Ms. Leopold-Sharp asked Board members to think about this and discussion will take place at the Finance Committee meeting on January 9 and Planning Committee meeting on January 14.

      Mr. Younkin reported about the potential impact of medical insurance rates for 13-14 school year with projections .8% increase utilizing a lot of reserves at the Lincoln Benefit Trust.  Actuary will have information at January’s Finance Committee meeting.

      Ms. Leopold-Sharp asked the administration to please be sure to forward information to Board members that are unable to attend committee meetings.

      Mrs. Shaffer asked about retirement timeline.

      Dr. Merkle replied we are not anticipating retirements and this could be a zero retirement year.

Ms. Leopold-Sharp thanked the staff for the special care of students today.

Meeting adjourned at 8:45 PM.

Ms. Leopold-Sharp reported that there will be an executive session following the January Planning Committee meeting.

Mr. Spare requested a brief executive session this evening.

An executive session was held immediately following the meeting.