Minutes 2014-10-06

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
OCTOBER 6, 2014 – 7:30 PM
RONALD PROVARD EDUCATION CENTER

M I N U T E S
(Approved on October 20, 2014)

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
  
  Members not present – Jessica Renjilian (Student Representative)
Board President’s Report – Mr. Miller
1. Executive Session. The Board met in Executive Session on September 22, 2014 following the Regular Monthly Meeting for the purpose of discussing personnel and/or legal issues and on October 1, 2014 for an Education Workshop and Executive Session.
  Mr. Miller reported above.
2. Nomination Committee. Board members interested in serving on the Nominating Committee should contact the Board President by October 13.
  Mr. Miller reported above.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – YS Communities That Care – Rachel Scarpato will provide a brief report on the work of this organization.
  Dr. Merkle introduced Rachel Scarpato.
  
  Mrs. Scarpato is the President of YS CTC. Many people present this evening have served in various volunteer positions of CTC. The mission statement was read. CTC uses the PA Youth Survey (PAYS) data, available every other year, to look for ways to provide opportunities outside the classroom such as Big Brothers Big Sisters, two Student Boards (one at high school and one at middle school), helping to implement Kitchen in the Classroom and helping Link Crew at the high school. Some things in the community include the Jewish Community Center’s Teen Council ‘s Battle of the Bands, assistance with the Student Youth Center at Lutheran Memorial Church next door in the operation for the third year and a part-time consulting mobilizer as point person to keep communication and organization of committees working. There are 20 board members and various other volunteers involved. On November 22, the 10th Variety Show, a great community event held at the high school will be held. A multicultural festival at the middle school will be held in late winter. A newsletter is distributed to the community twice a year.
  
  Dr. Merkle thanked Mrs. Scarpato for coming and sharing this evening.
2. Early Learning Initiative Update
  Dr. Merkle asked Dr. Ketterman to share some information on above initiative.
  
  Dr. Ketterman shared the seven month progress to date on the Early Learning Initiative including two think tanks that were held including kindergarten teachers, early childhood teachers with young children, Dr. Stoltz, Dr. Merkle and herself. Things that bubbled to the surface were more students are coming without readiness skills and broader skills that include social skills and not having participated in a previous preschool experience. We also noticed younger students with the earlier school year start date and we don’t have the opportunity to give them a gift of time. The result was a strong desire to gain access to these children sooner and give our expertise sooner. The District does have some additional classrooms available and with additional staff and children with needs, assistance could be provided. Dr. Merkle did send a general letter to all current child care providers in our District to let them know the District is starting to look at early childcare options. We then expanded the committee to include elementary and primary teachers and Board members and we met twice over the summer to see how we can best enhance our early childhood learners and the primary target was pre-school age children. A real need for some families was the other half day of kindergarten, along with before and after school care, summer care needs, our summer school program and the community education courses. This initiative must be cost neutral and hopefully generating some revenue in the future. We had some big visions. The second meeting we started with making lists, things we are experts at and things we are novices at. We also brought in some local providers to share tips, things to know, etc. including the YWCA program, the JCC program and Champions (national program). The experts and novice lists were expanded and with the novice list growing, we decided we needed a partnership. Other conversations were held with childcare directors and business managers in other districts. It was decided that our best start was to provide a service to families. Our most recent meeting held last week reinforced the need for a partnership, with YS being a key player in hiring, curriculum and program being part of our school. The committee is now ready to come to the Board and Ms. Mason is drafting Request for Proposals for those interested in pursuing a partnership with the District. The committee is preparing a simple survey to be distributed to parents about childcare to inform and gather additional information. A draft was shared with Board members for their input. Our timeline includes kindergarten registration as the desired time to begin giving information to families for a start in the fall.
  
  A discussion continued and Dr. Ketterman and Dr. Merkle answered questions. Points of the discussion were – several positive comments were shared about this committee’s work and progress towards a partnership; biggest differences in a partnership program would be enhancement, staffing selection and brand name with YS endorsement; discussion about fees will continue; information about the RFP wll be available on October 20 for Board’s review and action; housing of program will depend on enrollment once additional information is available, internally discussing both primary centers; there are varying degrees of readiness; there is a difference between childcare and pre-school and the early learning initiative will be made known to parents as information is distributed; during first year the target audience is grades K to 5 with before and after school program; other survey adjustments were discussed; the committee continues to look whether funds are available for assistance with program.
  
  Dr. Merkle concluded the discussion sharing that Dr. Ketterman has done much additional work that is invaluable with the committee on this initiative. Also, thanks was extended to Jessica Barley in attendance this evening and serves on the committee and she is a teacher with a young child.
Business Office Report – Ms. Mason
1. Informational Items
  1. Donation received from Higher Information Group in the amount of $1,000.
    Ms. Mason reported above and it will be put in revenue source. HIG is the supplier of copiers in the District and this donation was not solicited.
  2. Assignment of Fund Balance for 2013-14.
    Ms. Mason reported the above information was discussed at the Finance Committee meeting. An additional $344,052 will be assigned for PSERs which would total $823,052. A new assignment for debt service for $370,000 will be added. These monies are a result of the excess funds being carried forward from the 2013-14 year. This information will be reflected in the written auditor’s report that will be presented by the auditors at the October 29 Finance Committee meeting. Board members are invited to attend the committee meeting and those unable to attend, the written audit report will be made available at a later date. The audit report will need action from the Board in November. The total unassigned fund balance will now be at 6%.
    
    An opportunity was provided for public comment. There was none at this time.
Student Board Representative Report – Jessica Renjilian
Miss Renjilian had a mandatory band rehearsal and was unable to attend this evening’s meeting and she provided a report for the record. Dr. Merkle read her report into the record.
Committee Reports – Mr. Miller
1. Facilities Committee – Mrs. Freireich
  The minutes of August 20 are provided.
  
  Mrs. Freireich reported above. The October 22 committee meeting has been canceled. I will be working with Ms. Mason prior to the November meeting about upcoming projects.
2. Finance Committee – Ms. Leopold-Sharp
  The minutes of June 11 are provided.
  
  Ms. Leopold-Sharp reported above and the committee met last Wednesday.
3. Policy Review Committee – Ms. Bates
  1. The minutes of September 30 are provided.
    Ms. Bates reported above.
  2. Policy Revisions. The Policy Review Committee reviewed the following policies and will recommend Board approval at the meeting on October 20:
    1. 000 – Board Policy/Procedure/Administrative Regulations
    2. 002 – Authority and Powers
    3. 004 – Membership
    4. 100 – Comprehensive Planning
    5. 102 – Academic Standards
      A discussion took place on Policy No. 102 and the language in #8 and on the Academic Standards section is part of Code, not our language.
    6. 105 – Curriculum
    7. 105.1 – Review of Instructional Materials by Parents/Guardians and Students
      A discussion took place on Policy No. 105.1 about one review request per semester. The District does not have many of these requests and with information available on-line, the administration and committee recommends one review request per semester is adequate. If a student has two parents not living together, the committee viewed one request from father, one request from mother and one request from student would be permitted in a semester.
    8. 106 – Guides for Planned Instruction
    9. 107 – Adoption of Planned Instruction
    10. 108 – Adoption of Textbooks
    11. 109 – Resource Materials
    12. 112 – Guidance Counseling
    13. 113 – Special Education
    14. 114 – Gifted Education
    15. 119 – Current Events
    16. 121 – Field Trips
      A discussion took place on Policy No. 121 about having a list of field trips as noted in policy. The District has not been doing this previously but plans to going forward.
    17. Delete current 124 – Summer School
    18. 124 – Alternative Instruction Courses
    19. 140 – Charter Schools
      A discussion took place on Policy No. 140 about removing one of the “in accordance” phrases in paragraph one and the District receiving a copy of the annual report from York Academy Regional Charter School that will be made available to the Board.
    20. 146 – Student Services
      Ms. Bates announced these policy revisions will be on October 20 meeting agenda for action.
      
      An opportunity was provided for public comment. There was none at this time.
4. Additional Committee Reports/Announcements
  Committee Meeting Schedule
  
  Mr. Miller reported above.
Lincoln Intermediate Unit – Mr. Sears
No report
York County School of Technology – Mrs. Schroeder
The Joint Operating Committee’s Mini Board Report of September 25, 2014 is provided.

Mrs. Schroeder reported YCST’s biology scores greatly improved. YS was responsible in part to that increase because some of YCST’s biology teachers came to visit with our biology teachers and information was gleaned that was helpful in improving the scores. We are working in concert with them and YCST was appreciative.
Comments and/or Questions from the Public
Adjournment
The meeting was adjourned at 8:28 PM.

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

An Executive Session will be held immediately following the meeting.

An Executive Session was held immediately following the meeting.

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