Minutes 2016-12-05

YORK SUBURBAN SCHOOL BOARD

RE-ORGANIZATION MEETING FOLLOWED BY PLANNING COMMITTEE MEETING

DECEMBER 5, 2016 – 7:00 PM

RONALD H. PROVARD EDUCATION CENTER

An Executive Session will be held at 6:30 PM.

M I N UT E S
(approved on December 19, 2016)

Call to Order - Ms. Leopold-Sharp, President
1. Pledge of Allegiance to the Flag
  Ms. Leopold-Sharp called the meeting to order with the Pledge of Allegiance to the Flag.
2. Roll Call
  Members present – Emily Bates, Scott Eden, Ellen Freireich, Lynne Leopold-Sharp, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Peyton Stuart (Student Representative)
  
  Members not present – none
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. Election of Temporary President [Motion; Discussion; Roll Call Vote]
  Motion, Posenau; Second, Schroeder; Scott Eden as temporary President.
  
  Roll Call Vote, all present yes. Motion carried 9-0.
  1. Report of Nominations Committee - Mr. Eden
    The minutes of November 16 are provided.
    
    Mr. Eden reported above.
  2. Election of President [Motion; Discussion; Roll Call Vote]
    Return of Chair to the President
    
    Motion, Eden, Second, Bates; Lynne Leopold-Sharp as President.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
  3. Election of Vice-President [Motion; Discussion; Roll Call Vote]
    Motion, Eden, Second, Bates; Cathy Shaffer as Vice-President.
    
    Roll Call Vote, all present, yes. Motion carried 9-0.
2. 2017 Meeting Schedule of Planning Committee and Regular Monthly Meetings. The Administration recommends the approval of the meeting schedule for 2017. While voting will typically take place at regular monthly meetings, there may be occasion in which a special board meeting is held immediately prior to a planning committee meeting to accommodate a timely vote. Meeting start times are 7:00 PM and the meetings will be held in the Ronald H. Provard Education Center unless otherwise posted. [Motion; Discussion; Roll Call Vote]
  Motion, Bates, Second, Schroeder; Approval.
  
  A discussion continued and points were – Executive Session and Board meeting times were discussed and it was decided to keep the 7:00 PM start time for Board meetings and scheduling Executive Session either at 6:30 PM or immediately following the Board meeting depending on anticipated length; April 17 Board meeting is scheduled on spring break which is an administrative work day and is scheduled appropriately to meet the advertising of the budget notice.
  
  Roll Call Vote, all present, yes. Motion carried 9-0.
3. Committee and Miscellaneous Board Representative Assignments
  Policy 005 – Local Board Procedures – Organization
  1. Academic Standards and Curriculum Committee
  2. Communications Committee
  3. Facilities Committee
  4. Finance Committee
  5. Personnel Committee
  6. Policy Review Committee
  7. York County Tax Collection Committee – Ms. Mason is District Representative and Ms. Leopold-Sharp is Alternate.
  8. York County School of Technology Joint Operating Committee – Three-year term commenced on January 1, 2016 and will expire on December 31, 2018. Mrs. Schroeder is District Representative. Mr. Posenau is the Alternate.
  9. York County School of Technology Authority – Mr. Posenau is District Representative.
  10. York Adams Academy Board Representative – Mrs. Freireich is District Representative.
  11. Lincoln Intermediate Unit Board Representative – Three-year term commenced on July 1, 2014 and will expire on June 30, 2017. Mr. Richard Robinson will continue to serve the unexpired three-year term of Mr. Joel Sears.
  12. Lincoln Intermediate Unit Joint Operating Authority – Mrs. Freireich is District Representative.
  13. Legislative Policy – Mr. Robinson is District Representative.
    Board Members – Please call or email the President by 5:00 PM on Wednesday, December 7, to indicate your top three requests, ranked in priority order.
    
    Ms. Leopold-Sharp reviewed above and requested an email from Board members for the three committees they are interested in serving in a priority order and indicate their desire to be a committee chair. Committees will be announced at the December 19 meeting. The administrative representative and chair will develop committee meeting dates for 2017.
    
    A discussion continued and the point was – the policy review committee will continue as is per Board policy as this time.
Superintendent’s Report - Dr. Merkle
The Administration recommends Board approval of the immediate expulsion of SID# 1756783268 as set forth in the Administrative Disciplinary Hearing Agreement following a hearing conducted by Board appointed hearing officer, Michele Merkle. The Agreement sets forth the details of the recommendation in response to the Act 26 violation. The student will be placed at an alternative school following the intake meeting with the Student Assistance Program. The student may apply to return to York Suburban for the start of the 2017-18 school year if the terms of the adjudication are met. [Motion; Discussion; Roll Call Vote]

Motion, Bates, Second, Schroeder; Approval.

Roll Call Vote, all present, yes. Motion carried 9-0.
Business Office Report - Ms. Mason
The Administration recommends Board approval of the snow removal bid to MJ Delp Construction for a two year contract. The first year costs are $95 per hour per piece of equipment and $650 per ton of anti-skid material. The second year costs are $98 per hour per piece of equipment and $650 per ton of anti-skid material. [Motion; Discussion; Roll Call Vote]

Motion, Bates, Second, Frerireich; Approval.

A discussion continued and the point was – comparison of this contract to previous contract is the same for the first year and the second year will have an increase of $3 per hour per piece of equipment exists; the District maintenance crew does the snow removal on the high school campus that includes Valley View Elementary.

Roll Call Vote, all present, yes. Motion carried 9-0.
Adjournment
The meeting was adjourned at 7:18 PM.

YORK SUBURBAN SCHOOL BOARD

PLANNING COMMITTEE MEETING
DECEMBER 5, 2015 – 7:00 PM
PROVARD EDUCATION CENTER

A G E N D A

Call to Order - Ms. Leopold-Sharp
Ms. Leopold-Sharp called the meeting to order at 7:18 PM.
Board President’s Report
The Board met following the Regular Monthly Meeting on November 21, 2016 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel items. No official action as taken.

Ms. Leopold-Sharp reported above.
Superintendent’s Report - Dr. Merkle
1. Blue Ribbon Presentation – Information will be provided on the National Blue Ribbon Award.
  Dr. Ellis gave a brief report about attending the National Blue Ribbon Program in Arlington, VA with Mr. Wickenheiser, a teacher selected by the staff, and Dr. Merkle. He thanked the Board for all their support that provides an opportunity for students to be successful and presented a framed poster to display this recognition in the Board room.
  
  Dr. Merkle shared that Dr. Ellis presented a similar banner to each of the elementary schools and middle school as feeder schools recognizing that a strong feeder program is very important. District retirees were also notified of this recognition as the tradition of excellence goes back many years at YS. Congratulations to Dr. Ellis and the high school.
2. District Affiliated Report – YS Education Foundation – Sarah Reinecker, President will provide a brief report on the work of this organization.
  Mrs. Reinecker introduced several YSEF members that were present this evening – Megan Bowman Ambrose, Class of 2000; Justin Leber, Alumni Chairman, Class of 2001; Bob Hildebrand, Fund Distribution Chairman, Class of 1964; Josh Carney, Chairman of the Impact Foundation; Dr. Jeff Kuhn, Class of 1966, retired YS science teacher; Zach Weinstein, Class 2017; and Sahara Wilt, Class of 2017.
  
  Dr. Kuhn thanked Dr. Merkle for keeping the District retirees informed of things going on at YS and acknowledged Dr. Ellis for his ongoing leadership of the high school faculty. At a recent YSEF gathering, an idea emerged to encourage YSEF donations from YS classes that were having their significant year class reunion. The Class of 1965 gave a donation of $10,000 and the Class of 1966 donated $10,500. The YSEF grant projects in the classrooms have been providing a significant learning opportunity for students during this time of educational budget restraints. We will continue to contact YS Classes to encourage donations when they gather for their significant class reunions.
  
  Mrs. Reinecker shared YSEF has provided 104 grants at a total of $233,000 and gave examples of specific grants. Corporate donations continue to be received through EITC. The continued collaboration with Dr. Merkle and Dr. Maloney has been appreciated and crucial for continued success with the the grant program. The student led Impact Foundation is in its second year of operation and they have adopted the motto building the plane as we are flying it.
  
  Zach Weinstein and Sahara Wilt shared information about the Impact Foundation being a team effort for all students that we sit next to in class each day. All IF closets are completed in each building. Product drives are taking place at each of the buidings. IF is now concentrating on an operation system to run the closets with an intake process and use of the closets. A meeting was held with the nurses and counselors as these are the staff members that know where needs exist. A flyer was developed to share information about the closets. A bin was provided for the Ed Center for collection of needed items. The students thanked Dr. Merkle, Dr. Ellis, Dr. Fuhrman and Mr. Carney for their assistance and shared that everyone has been amazingly supportive and their feedback is much appreciated. Learning how to run a non-profit organization is an extra learning experience for the students in their high school experience.
  
  Mrs. Reinecker thanked the Board for their support as it takes a team to make YS a successful school district.
  
  Dr. Merkle thanked the YSEF volunteers that attended the meeting this evening.
3. Board Visit to Middle School Cafeteria – Board members are invited to visit the middle school cafeteria on Tuesday, December 6 or Thursday, December 8 at 11:00. Please check in at the office.
  Dr. Merkle reported above.
4. Overnight Field Trip Request - The Administration will recommend approval of several overnight field trips for students who make District, Regional and State programs.
  Dr. Merkle reported above.
  
  A discussion continued and the point was – every effort will be made to carpool with neighboring districts to avoid having one or two students with one faculty member.
  
  An opportunity was provided for public comment. There was none at this time.
5. Full Day Kindergarten Update – The Administration will provide information of the proposal to expand Full Day Kindergarten.
  Dr. Merkle, Dr. Maloney, Dr. Ketterman and Dr. Stoltz reviewed above information.
  
  A discussion continued and points were – lunch schedules will depend on the related arts schedule; FDK will have the same amount of students and the same amount of aides, no additional aide time is being requested; a question was asked what the Administration anticipates the scores being in three years when FDK students become 3rd graders? the response from Administration was while every class of students is different and the District is now working and will continue to work with a population of kindergarten students that are needier, the expectation is to not experience a decline with scores, while FDK is not about the scores, early reinforcement will be experienced; the trend line was discussed and seeing numbers would be helpful if the trend is going down; the Administration will continue to use 3rd grade reading proficiency but more importantly students will be assessed in 1st grade with different measures including social emotional development as mental health is important, continuing to review for the next three to five years would begin to show trends along with comparative sense to other districts; a Board member did some research on their own pertaining to 1/2 day K vs. FDK and the discovery was FDK helped; majority of studies that another Board member researched were examples of severe socioeconomical and demographics of YS are not in line with those; an opposed view was shared that YS is headed in that trend of socioeconomic need and it is now time to be pro-active as opposed to reactive; we need to remember these are little human beings that are needier as we discuss things and be wary of looking for hard numbers to come up with a return on investment.
  
  The discussion continued – the various motions presented by the Administration were discussed that included timing, process following that would include kindergarten registration, budget preparation, communication of change; District class size guidelines are one of the long-standing contributors to success for students; kindergarten classrooms have students coming and going for various things and the teachers are very accommodating, loving and nurturing for all students at all times and students coming in for a 1/2 day would feel very welcome in a seamless transition; public comments heard about 1/2 day K vs. FDK have been mostly in favor of FDK and it is anticipated the majority will elect FDK for their child; if the Board accepts FDK for all, the Administration would reach out to the small circle of opponents to provide information as they make their decision for their family; the Administration’s goal would be to do the best we can for each child.
  
  The discussion continued – the impact on the budget was discussed; if the Board opts to go in another direction other than FDK, the Administration would not necessarily come back with going below the index on next year’s budget relative to other positions, needs across the District would be reviewed and if we are not building the District foundational at the primary level, other supports would need to be implemented to assist students; the Board has previously given the Administration direction to build a budget at the 2.5% index.
  
  The discussion continued – posting the presentation given this evening as is without having this discussion and the additional information that was shared will be misleading to public and cause false conclusions and additional questions; the video of the meeting will be available for those that want to hear the discussion; a few comments were made about the lack of quality of the video/audio; the Administration suggests posting the presentation without the last two slides with a note to contact the Administration for additional information; clarification on some slides could be helpful to avoid false conclusions.
  
  Ms. Leopold-Sharp concluded the discussion stating an amended presentation will be linked to the agenda.
  
  An opportunity was provided for public comment.
  
  Tristan Philbrook, 715 Glenwood Drive – supporter of FDK; work at a neighboring school with 1/2 day K; my son will be coming to YS kindergarten next year and she would like him to have a more enriching experience; encourage investing in our students and our future.
  
  Jonathan Stayer, 644 Wheatlyn Drive – kindergarten is not required by the state, FDK is a great idea, parents do not have to send them to YS
  
  Dr. Merkle shared a conversation that she had earlier today that was incredibly enlightening. A 1st grade teacher this year, that taught 1/2 day K last year, inquired about the FDK topic at the Board level. She shared that it was necessary for the last five months to show the 1st grade students how to slow down and be purposeful in their work. Last year in 1/2 day K, it was necessary for students to rush and now in their 1st grade class it is necessary for students to learn how to slow down.
Business Office Report - Ms. Mason

Items being recommended for approval on December 19
1. The Administration recommends Board approval of advertising and soliciting for bids for High School Roof Replacement.
2. The Administration recommends Board approval of advertising and soliciting for bids for High School Stadium Security Enhancements.
3. The Administration recommends Board approval of advertising and soliciting for bids for High School fire alarm panels.
4. The Administration recommends Board approval of advertising and soliciting for bids for Middle School curb and sidewalk replacement.
5. The Administration recommends Board approval of advertising and soliciting for bids for High School stage floor, curtains and rigging.
6. The Administration recommends Board approval of advertising and soliciting for bids for High School grease trap replacement.
7. The Administration recommends Board approval of advertising and soliciting for bids for High School classroom doors.
8. The Administration recommends Board approval of advertising and soliciting for bids for High School secure access on the classroom doors.
  Ms. Mason reviewed above.
  
  A discussion continued and points were – the procedure as bids go out will be the same as last year; questions about stadium security were answered.
9. The Administration recommends Board approval of advertising and soliciting for bids for modifications and equipment for East York kitchen.
  Ms. Mason reviewed above.
10. The Administration recommends Board approval of a three (3) year service agreement with Johnson Controls for District wide controls.
  Ms. Mason reviewed above.
11. The Administration recommends Board approval of the Agreement with Executive Coach, Inc. to take the High School English students to see a Broadway show in New York City on Wednesday, March 29, 2017 for a total cost of $4,200 for two buses.
  Ms. Mason reviewed above.
  
  A discussion continued and the point was – this trip is for 11th and 12th grade students.
12. The Administration recommends Board approval of the pest control agreement with Tomlinson Bomberger for all buildings for a total cost of $4,140.
  Ms. Mason reviewed above.
Student Board Representative Report - Peyton Stuart
Mr. Stuart reported students will take the Keystones on Tuesday and Wednesday. Last Tuesday, the National Honor Society helped with Medicare sign-ups for the elderly in the Trojan Learning Center and helped approximately 40 people. Winter sports season is underway and a report was given. Second semester ends in 2 1/2 weeks and students will take finals before the winter break. The 3rd marking period will yield new courses and classes for some students. The Science Olympiad Team is preparing for a late March competition. The Quiz Bowl Team had a meet today. The Model UN has convention next week.
Committee Reports
1. Academic Standards & Curriculum Committee - Mrs. Schroeder
  The Academic Standards and Curriculum Committee will be recommending approval of three new and four modifications to existing high school courses as per the attached document.
  
  Mrs. Schroeder reviewed above.
  
  A discussion continued and points were – the College Board runs the Advanced Placement program; excitement was shared about the technology department changes moving towards practical skills.
2. Communications Committee - Ms. Shaffer
  The minutes of September 22 are provided.
  
  Ms. Shaffer reported above.
3. Finance Committee - Mr. Posenau
  The minutes of October 26 are provided.
  
  Mr. Posenau reported above. When the Finance Committee met, there was strategic direction for the budget with five new positions. The budget starts with a $1.9 million deficit, with a 2.5% tax increase (approximately $960,000), with options for applying for exceptions, use of one or two month insurance holiday and use of retirement assignments. The Administration is looking for additional opportunities to fund the budget. Once more numbers are available, the Finance Committee will make a recommendation to the Board. We anticipate requesting exceptions for flexibility in budget planning.
4. Personnel Committee - Ms. Bates
  The minutes of October 4 are provided.
  
  Ms. Bates reviewed above.
5. Policy Review Committee - Mr. Thoman
  The Policy Review Committee will be recommending approval of the following policy revisions.
  1. 204 Attendance
    A discussion took place and the point was – the redundant information in the last paragraph on page 8 and also inserted on page 4 is a recommendation from PA School Boards Association.
  2. 247 Hazing
    A discussion continued and the point was – the notification to parents stated on top of page 4 will be inserted in administrative guidelines
  3. 609 Investment of District Funds
  4. 824 Maintaining Professional Adult/Student Boundaries
6. Additional Committee Reports/Announcements
  There were no additional reports.
Lincoln Intermediate Unit
The “…by Dawn’s Early Light” highlights of the LIU Board Meeting of November 29 is provided.

Mr. Robinson reported above.
York Adams Academy - Mrs. Freireich
Mrs. Freireich reported there are ten YS students at YAA and one student has passed the entrance exam.
York Adams Tax Bureau Report - Ms. Mason
No report
York County School Technology - Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of November 22 is provided.

Mrs. Schroeder reported above and thanked Mr. Posenau for attending the last meeting in her place. The YCST will be presenting a 2017-18 budget with a 1.6% increase in January.
Board Meeting and Committee Schedule
A new calendar will be published for January through June 2017 meetings once committee assignments are made.

Ms. Leopold-Sharp 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 9:46 PM.

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

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