Minutes 2015-03-16

YORK SUBURBAN SCHOOL BOARD
REGULAR MONTHLY MEETING
MARCH 16, 2015 – 7:00 PM
RONALD H. PROVARD EDUCATION CENTER

M I N U T E S
(approved on April 13, 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, Jennifer Clancy, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, John Posenau, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Jessica Renjilian (Student Representative)
3. Public Comment
  An opportunity was provided for public comment.
  
  Andrew Stern, 875 Pinehurst Road – Mr. Stern and his two children were in attendance this evening and they are in the YWCA daycare before and after school care. Mr. Stern reported that the program has been excellent. Mr. Stern stated that other parents unable to attend this evening are also in favor of keeping the YWCA program. As a parent, I request that any new information from a new program be available as soon as possible as alternatives in daycare are slim in the area.
  
  Jean Treuthart, CEO of YWCA – Ms. Treuthart was in attendance on behalf of Ruby Martin, YWCA Chief Program Officer, because she was in Harrisburg and unable to attend the meeting. Ms. Treuthart shared that the YWCA staff was upset to learn that the YWCA would not be providing school age program with YS next school year. This change would end a relationship that has been in place for two decades with affordable childcare for families. The YWCA has more than 30 years in experience in early learning and is regarded as an expert in this field. The YWCA program is Keystone level 4 and that is difficult to obtain and retain. The program includes a strong curriculum and runs a summer day camp. There is a full-time education specialist on staff. In addition to the annual training for staff members, the staff attends national conferences to maintain up-to-date information. Family communication is comprehensive. While, financial decisions must be made in school districts that were not necessary previously, the YWCA was never asked to pay a monthly fee because it was viewed as a service to the District. The YWCA program is a quality provider in child and youth programming with an exemplary program. We have three requests – may we see the rubric that was used during this process so that it may be shared with the Executive Board?; can we hear if Hildebrant is providing payments to the District and at what amount?; would you consider adding to the contract a requirement that a program must have a four star rating and must maintain to be in good standing?
4. Discussion and Action on Board Minutes. Approval of the Minutes of the Regular Monthly Meeting of February 23, 2015 and the Planning Committee Meeting of March 2, 2015. [Public Comment; Approval as submitted/corrected]
  Motion, Schroeder, Second, Posenau; Approval of above.
  
  An opportunity was provided for public comment and there was none at this time.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
Treasurer’s Report – Mr. Posenau [Consent Agenda: 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]

Approval of Financial Reports as of February 28, 2015 [File for audit]
1. Treasurer’s Report (All Funds)
2. Condensed Board Summary Report – General Fund Revenue
3. Condensed III Board Summary Report – General Fund Expenditures Report
4. Condensed III Board Summary Report – Capital Projects, Capital Reserve, Food Service
5. Fund Accounting Check Summary Report – General Fund, Food Service, Capital Projects
6. Student Activity Account Summary
7. Budget Transfers
  Motion, Freireich, Second, Sears; Approval of above. An opportunity was provided for public comment and there was none. Roll Call Vote, all present, yes. Motion carried 9-0.
Board President’s Report – Mr. Miller
1. Executive Session. The Board met in Executive Session on March 2, 2015 prior to and following the Planning Committee Meeting for the purpose of discussing personnel and/or legal issues.
  Mr. Miller reported above.
2. Recognition of National Merit Student. Congratulations to the following National Merit Finalist!
  Alison Liu, daughter of Mr. Ambrose Liu and Mrs. To-Nhu Vu
  
  Mr. Miller congratulated Alison Liu, National Merit Finalist, and presented her with a certificate of achievement for this outstanding accomplishment.
  
  Dr. Merkle reported that Alison is an example of a terrific student. This accomplishment is to be commended and congratulations were extended to Alison.
Superintendent’s Report – Dr. Merkle
1. Dr. Merkle asked Jessica Renjilian, Student Board Representative, to share recent news that was just made available. Jessica reported that Devin Hornberger and herself are two of the 30 finalists in the Distinguished Young Women of York County Program.
2. Student Enrollment Report
  Dr. Merkle highlighted above information and noted the change in reporting terminology format.
3. Early Learning Initiative Contract. The Administration recommends Board approval for the development of a contract with Hildebrandt Learning Centers for before and after school child care and half day kindergarten enrichment programs to begin in August 2015. [Motion; Discussion; Public Comment; Roll Call Vote]
  Dr. Merkle reported the District started talking about a vision for the District that included expanding the Early Learning Initiative and building upon what we believe is a cornerstone of the District, our primary program. The appointed committee spent over 300 hours investigating, researching, visiting, interviewing and hearing presentations on early learning programs that would be available to the District. In our discussion with Hildebrandt, a preliminary contract has been prepared. The Hildebrandt program is extremely competitive in pricing with the current program. The Administration’s recommendation will bring an outstanding program to the District and we look forward to Hildebrandt helping with the Early Learning Initiative program’s growth in the years to come.
  
  Dr. Ketterman introduced William Grant, CEO of Hildebrandt, Wendy Roush, Director of School Age Childcare, and Tanya Bastinelli, Director of Support Specialists of the York Region, in attendance this evening. Dr. Ketterman added that Tanya is a YS resident.
  
  A discussion continued and points were – if approved, the actual cost of the program will be available for parents in two weeks at kindergarten registration; within the timeline the Administration did reach out to the current daycare programs and two of those programs did participate in this process; this year there is a before and after school program at East York, Valley View and Yorkshire, there is a requirement of a minimum number of families to support a program at a building, interested Indian Rock students could be transported to Valley View.
  
  Motion, Schroeder, Second, Bates; approval of above.
  
  An opportunity was provided for public comment. There was none at this time.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
  
  Dr. Merkle thanked the YWCA for their partnership over the years. The District does look forward to other ways to partner together.
  
  Dr. Merkle thanked the Hildebrandt representatives for being here this evening and stated the District looks forward to the partnership.
  
  A discussion continued and points were – Dr. Ketterman did a great job leading this initiative and balanced between a delicate line with established relationships and new ones; the committee was thanked for all their work; this contract is for one year; this action is similar to the one several years ago with Whitsons Culinary Group, changes are difficult, with the change of focus a program has the opportunity to grow into more than a daycare.
  
  Dr. Merkle concluded the discussion stating appreciation for the confidence of the Board with this initiative.
4. District Staff Survey Summary. Dr. Merkle will provide a summary of the 2014-15 District Survey responses.
  Dr. Merkle reported and reviewed above information. Principals have started their review of the data, information will then be reviewed as a team and the Administration will begin to shape District goals for next year.
  
  A discussion continued and points were – while Dr. Merkle visits individual schools, she plans to increase her visits to classrooms and has set a goal for herself to visit moreteacher’s classrooms; what is percentage of professional and support staff completing the survey?; more comments were negative than positive, largely because this provides staff with an easy opportunity to point out a concern.
  
  Dr. Merkle concluded the discussion stating the survey remained the same this year, with the exception of morale question, in order to provide comparison to previous years. The Administration does plan to make some adjustments to next year’s survey.
  
  Mr. Miller added enthusiasm starts with the Administration and Board and works its way down to staff members.
Business Office Report – Ms. Mason
1. PlanCon Part K Project Refinancing (Series 2015). The Administration recommends approval of the PlanCon Part K Project Refinancing (Series 2015). [Motion; Discussion; Public Comment; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Posenau, Second, Leopold-Sharp; Approval of above.
  
  An opportunity was provided for public comment and there was none at this time.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
2. Proposed 2015-16 York Adams Academy General Fund Budget. The Administration submits the proposed 2015-16 York Adams Academy General Fund Budget for consideration and approval. [Motion; Discussion; Public Comment; Roll Call Vote]
  Ms. Mason reported above.
  
  Motion, Freireich, Second, Leopold-Sharp; Approval of above.
  
  An opportunity was provided for public comment and there was none at this time.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
3. 2007 Bond Series Pay Off. The Administration recommends the Board approve the Resolution authorizing the Administration to work with the Financing Team and Payment Agent to call for redemption of all the Series 2007 Bonds in the amount of $198,702.50 on May 1, 2015. [Motion; Discussion; Public Comment; Roll Call Vote]
  Ms. Mason reported above and reported a savings of approximately $13,000 will result.
  
  Motion, Posenau, Second, Leopold-Sharp; Approval of above.
  
  An opportunity was provided for public comment and there was none at this time.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
4. Informational:
  1. 2015-16 Budget Update
    Ms. Mason reviewed above information. Other items since this report was printed include the elimination of one bus, insurance will be reduced based on the settlement of the new contract and the York County School of Technology projected enrollment has dropped. The Administration anticipates the proposed budget to be balanced.
    
    A discussion continued and included – Teachscape was used by administrators and teachers as part of the evaluation process, grant money had been received for this, the state is making available a free program for the completion of evaluation forms; the insurance holiday was not a result of the new contract; the budget will have no program or teacher elimination; Amy Marvel, Durham’s Site Supervisor, has been reviewing bus routes for better efficiency and has led to the elimination of one bus; bus routes at the beginning of the 2015-16 school year will be prepared taking into consideration any adjustments due to the I83 road construction project.
    
    An opportunity was provided for public comment and there was none at this time.
  2. Coni Wolf – Donation in the amount of $1,875 for the 6th Grade J A Biz Town
    Ms. Mason reported above.
  3. Laura and Steve Wand – Donation in the amount of $1,875 for the 6th Grade J A Biz Town
    Ms. Mason reported above.
    
    A discussion took place and points were – the donations were not solicited by staff as parents know this is an issue; the Administration will do research as to if these donations cover the whole cost of Biz Town.
  4. Food Service Department Report
    1. Dining Review Report for February
    2. Sales Report
      Ms. Mason reported above.
Student Board Representative Report – Miss Renjilian
Miss Renjilian reported the girls swim team was the first public school at the state swimming competition and finished in third place overall and the boys swim team finished in fifth place. Also last week, the German IV class went on a trip to Holocaust Museum in Washington DC. The All-District Choral Concert was held yesterday and the Band/Orchestra Concert is scheduled for Wednesday evening. The end of the marking period is soon. V-8 type slushies have been a huge success in the cafeteria.

Committee Reports – Mr. Miller

Communications Committee Report – Mrs. Schroeder
1. The minutes of February 9 are provided.
  Mrs. Schroeder reported above.
2. The Activities Report and Communication Report are provided.
  Mrs. Schroeder reported above.
  
  A discussion continued and points were – a suggestion was made to allow the full Board review the realtor packet during the next review.

Personnel Committee Report – Ms. Shaffer

Restructure of Facilities Department. The Administration recommends Board approval of the addition of a Mechanic position, the elimination of the position of Assistant Director of Facilities and the addition of the position of Coordinator of Custodians and Grounds as described in the attached job description. [Motion; Discussion; Public Comment; Roll Call Vote]
Ms. Shaffer reported above.

Motion, Leopold-Sharp, Second, Bates; Approval of above.

An opportunity was provided for public comment and there was none at this time.

Roll Call Vote, all present, yes. Motion carried 9-0.

Consent Agenda [You have before you the Personnel Report which includes employment, request for leave of absence, re-appointment of extracurricular advisor and volunteer coaches for spring. 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]

Ms. Shaffer reported above.

Motion, Schroeder, Second, Leopold-Sharp; Approval of Consent Agenda.

An opportunity was provided for public comment and there was none at this time.

Roll Call Vote, all present, yes. Motion carried 9-0.

Mr. Adams introduced Andy Loucks, the new football coach. Coach Loucks previously coached at YS under Coach Bushey and most recently he has coached at Franklin and Marshall College. Coach Loucks was welcomed to YS.

Employment

Recommend the employment of Andrew Loucks as Head Football Coach at the salary of $7,000 which represents Step 4 of the Extracurricular Salary Schedule, pending employment documents.
Request for Leave of Absence

Recommend Board approval of the request of Shannon California, 3^rd grade teacher at East York Elementary, for an unpaid leave of absence for the 2015-2016 school year.
Re-Appointment of Extracurricular Advisor for 2014-15

Susan Wolschleger

Elementary Musical Director

Step 4

$1,059

Volunteer Coaches for Spring 2014-15

Katelynn Balmer	Track and Field
Derrick Bobb	Track and Field
Eric Shenberger	Track and Field
Craig Diehl	Boys Tennis
Steve Arbetman	Boys Tennis
Craig Rapp	Boys Tennis
Dianna Sauder	JH Track and Field
Annie Evans	JH Track and Field
Matt Luchko	JH Track and Field
Dee Chambers	JH Girls Volleyball
Mark Guyer	JH Girls Volleyball
Eric Eytcheson	Softball
Kenneth Steward	Softball
David Turybury	Softball
Jacob Weitzel	Softball
Amanda Shouck	Boys Volleyball, JH Girls Volleyball
Matt Weinstein	Boys Volleyball
Chad Baker	Boys Volleyball

Additional Substitute Teacher for 2014-15

Michaiah Emenheiser

Policy Review Committee Report – Ms. Bates

Policy Revisions. The Policy Review Committee recommends approval of the following policies. [Motion, Discussion, Public Comment, Roll Call Vote]
1. 619 – District Audit
2. 621 – Local Taxpayer Bill of Rights
3. 622 – GASB Statement 34
4. 624 – Taxable Fringe Benefits
5. 625 – Procurement Cards
6. 626 – Federal Fiscal Compliance
7. 701.1 – Naming Rights for School District Facilities
8. 702 – Gifts, Grants, Donations
9. 703 – Sanitary Management
10. 704 – Maintenance
11. 705 – Safety
12. 706 – Property Records
13. 706.1 – Disposal of Obsolete/Outdated Equipment
14. 707 – Use of School Facilities/Groups
15. 707 – Use of School Facilities/Groups – Attachment 1
16. 708 – Lending of Equipment and Books
17. 709 – Building Security
18. 709.1 – Video Surveillance
19. 710 – Use of Facilities by Staff
20. 713 – Trespassing
21. delete 714 – Use of Outdoor Lighting for Evening Events
22. 716 – Integrated Pest Management
23. 717 – Cellular Telephones
24. 718 – Service Animals in Schools
  Ms. Bates reported above.
  
  A discussion continued and points were – 709 and after hours admittance to building by custodian, the Administration said that policy is okay as written and added this would not be a preventable circumstance.
  
  Motion, Schroeder, Second, Leopold-Sharp; Approval of above.
  
  An opportunity was provided for public comment and there was none at this time.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
  
  A discussion continued and points were – recently there was a column in York Daily Record about service animals including miniature horses.
  
  Solicitor Brooke Say added the policy revision about service animals is in the regulations and all other animals such as reptiles. birds, moneys or pigs are excluded.
Additional Committee Reports
Mrs. Freireich reported a Facilities Committee is scheduled on Wednesday at 4:30 PM.

Lincoln Intermediate Unit Board Report – Mr. Sears
Mr. Sears reported a meeting was postponed because of snow and no report this evening.
York Adams Academy Report – Mrs. Freireich
No report
York Area Tax Bureau Report – Ms. Mason
No report
York County School of Technology – Mrs. Schroeder
No report
Recognition of Visitors
Mr. Miller thanked visitors for attending.
Board Meeting and Committee Schedule
Mr. Miller reviewed above.
Public Comment
An opportunity was provided for public comment. There was none at this time.
Adjournment
The meeting was adjourned at 8:00 PM.

There will be an Executive Session immediately following the meeting.

An Executive Session was held.

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