Minutes 2016-01-11

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
JANUARY 11, 2016 – 7:00 PM
PROVARD EDUCATION CENTER

M I N U T E S
(approved on January 25, 2016)

General Business
Call to Order – Ms. Leopold-Sharp
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, Elizabeth Huh (Student Representative)
Board President’s Report – Ms. Leopold-Sharp
1. The Board met in Executive Session on December 21, 2015 following the Regularly Monthly Meeting for the purpose of discussing personnel and/or legal matters.
  Ms. Leopold-Sharp reported above.
2. PSBA Principles for Governance and Leadership
  Ms. Leopold-Sharp reported above and stated previously our Board has retained its own charter. She asked for discussion about possibly adopting this information.
  
  A discussion continued and points were – the language that includes comprehensive plan is different from the Comprehensive Planning process that is required for districts by the State; the listing does set a good list of goals for the Board; PA School Boards Association (PSBA) has recommended this information be in new Policy 011 and will need to be reviewed by the Policy Review Committee and introductory comments made by the Board this evening will assist the committee’s review; if the policy is tweaked, the District may not be on the record at PSBA of adopting the Principles; previously PSBA has added the District to the list even though tweaks were done to the listing and Administration could check the current status for this; the list is fairly comprehensive; the Board usually talks about district goals not comprehensive plan; this information is more in depth to detail.
  
  Ms. Leopold-Sharp concluded the discussion by stating the Policy Review Committee will review this information and comments shared this evening.
  
  An opportunity was provided for public comment.
  
  Josh Carney introduced himself as a YS parent, YS Education Foundation Board Member and Student Impact Foundation Chairperson and introduced Zach Weinstein from the Student Impact Foundation.
  
  Zach provided an update on the York County Community Foundation grant application that was submitted. YS Education Foundation and the Student Impact Foundation was awarded the full amount of $4,926. Zach personally attended the grant foundation signing on December 23 with Dr. Fuhrman, Mr. Carney and Mrs. Reinecker. A total of 31 applications were received. Following a January 5 board meeting of the Impact Foundation, the students are excited to begin the focus on planning to construct the closets to include needed items in each building. A thank you was extended to Dr. Fuhrman who met with the Administrative Team on January 6 to begin coordination for the project. Zach shared his gratefulness for being a part of the Foundation.
  
  Dr. Merkle expressed her thanks to Zach for his work and asked Zach to extend our congratulations and thanks to the committee.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – YS Dollars for Scholars – Stephanie Sullivan, President, will provide a report on the work of this organization.
  Mrs. Sullivan welcomed new Board members. YS Dollars for Scholars was founded in 1998 by a group of active volunteers with the singular mission of providing financial assistance to eligible YS graduates to continue their education and ultimately help students to become responsible, dependable and capable community citizens and future community leaders. We look at the total student on the application. We fund between 20 to 25 scholarships each year that are renewable for up to four years with the 4.5% interest earned on the $593,000. We have currently supported 110 students with $330,000 in scholarships. Our Board has 15 community volunteers, seven currently are parents that have students in the District, five are faculty/administration and the others are community and business members. Two of our Board members are founding Board members and they are a very rich resource for us.
  
  Dr. Merkle commented that she is unable to attend most meetings because of a conflict in her schedule. The transition in leadership for YS Dollars for Scholars is providing an active and strong organization.
  
  Mrs. Sullivan added there have only been three presidents in these years. We are not heavy in fundraising and remain low key and steady.
2. York Academy Regional Charter School Renewal
  Dr. Merkle reported the three school districts (Central York SD, School District of the City of York and YS) have all agreed to proceed with the renewal for YARCS. The attorney for YARCS has the proposed renewal charter. The Administration’s recommendation is approval of the renewal. The renewal charter may be available on January 25 for action by the Board.
  
  A discussion continued and points were – language was agreed upon that would hold YARCS accountable for academic rigor following the state change of School Performance Profile (SPP) scores; the Administration will provide a highlight of the changes and have the original charter available.
3. 2016-17 Calendar DRAFT
  Dr. Merkle reported above.
  
  A discussion continued and points were – with the approval of the calendar, the commencement date would be scheduled and would remain unless extenuating circumstances with inclement weather would require a revision to a later date; the December 23 trade day worked with this calendar but expectation for future calendars with this type day should not be expected.
4. English as a Second Language (ESL) Teacher Needs – The Administration will be seeking Board approval for the addition of teaching services to manage the growth in ESL by contracting services with the LIU for a 0.25 full-time equivalent (FTE) teacher. This will cost the District approximately $20,000 which has been budgeted.
  Dr. Merkle reported above. The location and numbers of new students continue to grow in all buildings. This position would start at Indian Rock Elementary and presumably stay there but could change depending upon additional needs.
  
  A discussion continued and the point was – the .25 position would be based on hours in the day and would also be traveling to other districts.
5. Superintendent Survey Report
  Dr. Merkle reported above.
  
  A discussion continued and points were – an identifier for future surveys could be building; is Blackboard the best method to reach parents?; a link in YS PRIDE newsletter was not possible due to timing this year; would there be a class at York College that could perform the surveys?; additional discussion will take place at the Personnel Committee level about future surveys; 23 questions on a parent survey may be too many questions for parents to invest their time; another possibility is to have a survey for parents that is all commentary.
Business Office Report – Ms. Mason
1. Items being recommended for approval on January 25
  1. The Administration recommends Board approval of the IRS Mileage Reimbursement Rate of $.54 per mile for the 2016 calendar year. The rate for the 2015 calendar year was $.575.
    Ms. Mason reported above and this pertains to Policy 331.
  2. The Administration submits the proposed York Adams Academy 2016-17 General Operating Budget for consideration and approval.
    Ms. Mason reported above.
    
    Mrs. Freireich commented the budget does eliminate one full-time teacher, one teacher aide and one secretary aide. The result is an increase in class size to 15-16 students from 12-13 students. York City SD withdrew their students this school year due to financial hardships and that has had an impact on the budget. On Wednesday, January 20, Graduation will be held at 7:00 PM at the York Learning Center and everyone is invited to attend.
  3. The Administration submits the proposed 2016-17 York County School of Technology Budget for consideration and approval.
    Ms. Mason reported above.
    
    Mr. Posenau reported YCST did a serious job of zero based budgeting in preparing the 2016-17 budget with a 1.24% increase. A question does remain about rolling over the annual cost of capital cost of improvements for one year. Dr. Merkle responded that the Administration will check with YCST on this matter.
    
    A discussion continued and points were – academic growth is a welcomed improvement at YCST; this budget is an example of what the YCST budget leadership heard from school districts last year; YCST did work hard on preparation of this budget.
  4. The Administration recommends Board approval of the Agreement with Cummins Power Systems, LLC for District wide preventive maintenance services for back-up generators for a total cost of $4,336.
    Ms. Mason reported above.
  5. The Administration recommends Board approval of the Proposed Preliminary Budget and theResolution for the 2016-17 Budget and authorization to file for the Act 1 Referendum Exception for Retirement. The Preliminary Budget Proposal assumes the District will receive approval for the use of one Act 1 real estate tax referendum exception. Until the Final Budget for 2016-17 is approved, the Administration will continue to review and revise the budget.
    Ms. Mason reported above.
2. Informational Items
  1. Annual Update for RBC Capital Markets – Kenneth Phillips
    Ms. Mason introduced Mr. Phillips.
    
    Mr. Phillips introduced Stephen Flaherty in attendance from RBC too. Mr. Phillips provided a handout to Board members and gave the annual update to the Board and answered several questions from Board members.
    
    Action on refinancing will take place on February 22.
  2. 2016-17 Budget Update
    Ms. Mason reported on the budget comparison report that was given to Board members and answered several questions from Board members.
  3. Ms. Mason provided information on two bid updates. The Trojan Field bid went out on January 6 and the opening of bids is scheduled February 2 at 1:00 PM. The middle school partial roof bid will be advertised this week and the opening of bids is scheduled February 3 at 12:30 PM.
Student Board Representative Report – Elizabeth Huh
Miss Huh reported students received their PSAT scores last week. On behalf of the student council, everyone is encouraged to donate for miniTHON. Changes for courses next year has created some interest from students. Regarding Physical Education changes, some negative opinions were expressed by students with the requirement to participate one day per cycle while being in a gym class called an independent gym class.
Committee Reports – Ms. Leopold-Sharp
1. Academic Standards & Curriculum Committee – Mrs. Schroeder
  The minutes of November 11 are provided.
  
  Mrs. Schroeder reported above. A reminder was shared and an invitation was extended to the public to attend the next committee meeting on February 17 at 6:30 PM in high school room 160. You may ask questions and learn more about various things pertaining to the curriculum.
2. Communications Committee – Ms. Shaffer
  Reminder – State of the District/Community Budget Meeting – Tuesday, January 19 – 7:00 PM – Valley View Elementary School
  
  Ms. Shaffer reported above and encouraged Board members to share the above flyer with members in the community.
  
  Dr. Merkle reported information did appear in the newspaper, a Blackboard email was sent today and a reminder will go out via Blackboard phone call closer to the date.
3. Personnel Committee – Ms. Bates
  1. The minutes of November 18 are provided.
    Ms. Bates reported above.
  2. Reminder – Breakfast with the Board – Thursday, January 14 – 7:00 AM – Middle School Library
    Ms. Bates reported above.
4. Additional Committee Reports/Announcements
Lincoln Intermediate Unit – Mr. Robinson
The “…by Dawn’s Early Light” highlights of the LIU Board Meeting of January 5 is provided.

Mr. Robinson reported above and shared highlights from the meeting.
York Adams Academy – Mrs. Freireich
No report
York County School Technology – Mrs. Schroeder
Mrs. Schroeder reported a meeting is scheduled on January 28.
Board Meeting and Committee Schedule
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.

Ms. Leopold-Sharp reported there is currently a vacancy on the Public School Employees’ Retirement System (PSERs) Board and an election will be held this spring. The vacancy will be for the remainder of 2016 and 2017. By statute an announcement for this vacancy must be sent to the 4500 school board members in the state and will be distributed through a PSBA bulletin. This Board meets four or five times per year. Petitions will be available at a later date and 25 signatures from at least five different school districts are required on the petition.
Adjournment
The meeting was adjourned at 8:32 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.

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