Minutes 2017-09-11

YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
SEPTEMBER 11, 2017 – 7:00 PM
PROVARD EDUCATION CENTER

M I N U T E S
(approved on September 25, 2017)

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. A Moment of Silence took place in light of the recent natural catastrophies that struck our nation in the past several weeks and in recognition and memory of the horrific events of 9/11 sixteen years ago.
3. Roll Call
  Members present – Ellen Freireich, Lynne Leopold-Sharp, John Posenau, Richard Robinson, Lois Ann Schroeder, Cathy Shaffer, Michael Thoman, Elise Atkinson (Student Representative)
  
  Members not present – Emily Bates, Scott Eden
4. Public Comment. All comments and questions will be addressed to the President. Board and staff members will not normally respond to comments or questions during the meeting unless recognized by the President for this purpose. Comments will be limited, at the discretion of the President, to five minutes or less.
  An opportunity was provided for public comment. There was none at this time.
Board President’s Report – Ms. Leopold-Sharp
The Board met following the Regular Monthly Meeting on August 21, 2017 in Executive Session as permitted by Section 707 of the Sunshine Act for the purpose of discussing matters of personnel. No official action was taken.

Ms. Leopold-Sharp reported above.
Superintendent’s Report – Dr. Merkle
1. District Affiliated Report – Music Boosters. Jennifer Myers, President will provide a brief report on the work of this organization.
  Mrs. Myers shared that students and staff are looking forward to another school year. The students and staff members are very appreciative when the Administrators and Board members attend various events to support the efforts of the students. Public concerts are scheduled in October, December, March and May. The school musical will be in early March and it seems to be a fun one. We are thankful for the opportunity last year for the trip to Florida and it was a wonderful experience. While there is no travel planned for this year, the staff will be plannng a smaller trip for next year. The Music Boosters will continue to offer opportunities to fundraise money. As you know, the Music and Sports Boosters share the responsibility of the Big Orange Cafe. We are currently experiencing some equipment issues, the freezer was knocked out by one of last week’s storms. We are looking to replace the freezer and other pieces of equipment in the stand. Last minute adjustments for the first home football game this week may need to be made. The band staff is working with a uniform company that services many local bands and has found a replacement uniform that is favored. The current uniforms are 13 years old and we look forward to working with the Administration and Board to purchase new marching band uniforms.
  
  A discussion continued and the point was – specific details about the process for budgeting for the number of new marching band uniforms with the potential growth in band members in future years is taking place with the band staff.
  
  Dr. Merkle asked Mrs. Myers to extend our gratitude to the very dedicated group of parents for their many efforts and the time they provide with the Music Boosters.
2. Bright Horizons Update/Presentation – Dr. Ketterman
  Dr. Ketterman introduced in attendance this evening from the Bright Horizons Team, Jessica Clough, Valley View and Indian Rock Center Director, Erika Alvarez, Yorkshire and East York Center Director, and Wendy Roush, Regional Manager.
  
  Dr. Ketterman, Ms. Clough and Ms. Alvarez presented information and answered questions from Board members.
  
  Dr. Merkle commented that this program was just a vision that she and Dr. Ketterman brainstormed a few years back. Following a visit to see another program, Dr. Ketterman returned and did a great job along with a committee of teachers to start and grow a pre-school program, partnering with Bright Horizons. The program has grown much faster than anticipated. There is much to celebrate. Two areas to grow and improve are growth in curricular partnership, which is tricky because teachers do not have the same time available with the early learning folks. The other other area for improvement and growth is assisting folks with possible scholarships that cannot afford the program and may not qualify for CCIS. Many thanks and congrats to Dr. Ketterman and the Bright Horizons personnel.
3. Opening of School Updates
  Dr. Merkle reported after approximately one month in with this school year, the District experienced a very smooth opening. Many things have led to this and some are the great opening day for staff, carefully planned Professional Development Days for staff at the beginning of the school year, sense of lower stress amongst the staff and that has to eak into the student body as well, a fantastic group of new teachers, the orientation and induction program for new teachers by Dr. Ketterman and the eclipse project was a great curricular experience that was a project well done. The athletic teams are off to a great start, maybe not winning as much as desired. The student numbers are high, elementary is at or above guideline, only one or two students over. Administration is looking for creative supports for some of the higher numbers. We did target residency and guardianship in the affidavit process this year and right now we have about 200 which is disappointing for all the time and effort that was put into this process. We are analyzing these to see how many affidavits are new verses did we just make this a difficult process for everyone. A more thorough analysis is forthcoming. We are now almost half way into a marking period and it feels good. Kudos goes to all the Administrators for a job well done.
Business Office Report – Ms. Mason
1. Items being recommended for approval on September 25, 2017.
  1. The Administration recommends Board approval of next year’s Budget Calendar.
    Ms. Mason reported above.
  2. The Administration recommends Board approval of the Production Performance License contract with MTI for the show Shrek the Musical to be performed March 2 and 3, 2018 in the amount of $2,535.
    Ms. Mason reported above and did make a correction to the amount, $2,935 as the contract was received following the preparation of the agenda. The correct figure will appear on the agenda for action by the Board.
2. Informational
  Congratulations to Helen Heidler, Whitsons Culinary Group Foodservice Director of the Year!
  
  Ms. Mason reported above and noted that Helen has become very active in the community. A brief video was shared congratulating Helen on this achievement.
  
  Dr. Merkle mentioned that she first knew Helen in the District as a mother of YS students, used to be a cashier in the district cafeteria and is now the director. She solicits ideas and jumps on many initiatives like Farm to School Program and use of an outdoor grill to try and increase participation with students and staff. Helen definitely enjoys every day! The Administrative Team honored Helen at a meeting last week and information will be sent to the media. Congratulations Helen!
  
  Helen introduced her mother who was in attendance with her this evening.
  
  Helen was asked if Whitsons is taking any of her ideas and sharing it with their clients. Helen shared that a few years ago, she started giving a silver apple award every month to a building that has gone above and beyond. Whitsons now uses that initiative company wide.
Student Board Representative Report – Elise Atkinson
Miss Atkinson reported last Tuesday and Wednesday, three junior students conducted a drive for Hurricane Harvey collecting non-perishable items that were being driven to Texas and the French Honor Society sold croissants during flex period and all proceeds went to this effort. Last Tuesday, girls volleyball held their Black-Out Game and raised $5,700 for Food for Thought. The high school art department held an Art Drop Day where students create artwork and left them around the school. The following day students could find and keep the artwork. On Friday, the football game at Northeastern was a hard loss. Following the game, the Twitter comments were positive and the student section was very supportive. On Sunday, the marching band had a performance at the York Fair. Homecoming preparation is starting. For team building days, 6th graders took a trip to the ropes course at Ski Round Top and 8th grade students learned the six colors of character. Miss Atkinson is currently having her third dress drive right now, collecting dresses and taking them to various schools to give them out to interested students. Dress donations can be dropped off to the office and the deadline is Friday.
Committee Reports – Ms. Leopold-Sharp
1. Facilities Committee – Mrs. Freireich
  The Committee is recommending that Johnson Controls proceed with replacing the YT Chiller at Indian Rock Elementary at a cost of $183,000. For an additional $8,865 we can purchase a 5 year parts and labor warranty.
  
  Mrs. Freireich reported above and reported the current chiller is 26 years old and is showing signs of wear and tear.
  
  The next Facilities Committee meeting is tomorrow at 4:30pm and the capital plan will be reviewed.
2. Finance Committee – Mr. Posenau
  1. The minutes of May 3 are provided.
    Mr. Posenau reported above.
  2. Privacy and Network Liability Insurance
    Mr. Posenau reported the Administration presented an insurance proposal for hacking at the last committee meeting. It is not that great of a deal across the districts in the county with some using it. The Administration recommended we not do this and the committee agreed. All Board members did receive a copy of the proposal.
3. Additional Committee Reports/Announcements
  Ms. Leopold-Sharp asked if there were any additional committee reports.
  
  The Academic Standards and Curriculum Committee meeting on September 27 and the Policy Review Committee meeting of October 3 have been canceled.
Legislative Liaison – Mr. Robinson
PA School Boards Association Leadership Election

Mr. Robinson reported above and provided the following as Rick’s Picks.

President – David Hutchinson, strong platform
Vice-President – Eric Wolfgang, primarily he is a local guy
Treasurer – Mike Gossert, he is the only candidate
Central At Large – Clythera Hornung, she is a better writer
Western At Large – Daniel O’Keefe, he is the only candidate
PSBA Insurance Trust Trustee – Marianne Neel, stronger background

Board members can review the slate and a decision on a slate of candidates will be decided at the September regular meeting. Following that meeting, Corinne Mason, Board Secretary will submit the response from the Board to PSBA.
Lincoln Intermediate Unit
The “…by Dawn’s Early Light”, highlights of the LIU Board meeting of September 5 is provided.

Ms. Leopold-Sharp reported above.
York Adams Academy – Mrs. Freireich
Mrs. Freireich reported YAA is off to a good start. YS has maintained its 12 seats. The enrollment is currently at 65-70% seats filled. Students are involved with the testing process for entrance.
York County School of Technology – Mrs. Schroeder
The YCST Joint Operating Committee Mini-Board Report of August 31 is provided.

Mrs. Schroeder reported above. Enrollment at YCST is 1,681 for this year. At the recent last meeting, the Administration reviewed their goals, which were outstanding goals. One of the goals is a focus on six core values for the staff which will trickle down to the student body. The staff will put forth effort to model these six core values, perserverence, integrity, optimism, innovation, empathy and professionalism. Professionalism will vary depending on their shop/department. Our society as a whole can certainly use more of these values.
Board Meeting and Committee Schedule
Mr. Posenau reminded the Board of the AIA presentation scheduled for tomorrow at 6:30 PM in the Education Center that will include options and possible solutions to health care choices. The meeting was open to anyone from the Association and the Board.

A discussion took place and the points were – suggestion and last plea that the Finance and Facilities Committees be rolled into the Planning Committee meeting to keep everyone better informed and having less time spent in meetings; recently, the President has deferred to committee chairs and the administrative liasons to decide how to schedule committee meetings; in reality information discussed at length and in depth at committee meetings does come to the full Board; having the additional background and information for the full Board would be helpful without having to attend a committee meeting.

Ms. Leopold-Sharp concluded the discussion stating the decision about committee meetings will be up to committee chairs and all Board members are welcome to come to committee meetings.

Ms. Leopold-Sharp shared the the School Board Director seat on the Public School Employees Retirement Board is up for election this fall and ballots will be sent to the current sitting Board members for electronic voting.
Comments and/or Questions from the Public. All comments and questions will be addressed to the President. Board and staff members will not normally respond to comments or questions during the meeting unless recognized by the President for this purpose. Comments will be limited, at the discretion of the President, to five minutes or less.
An opportunity was provided for public comment.

Dr. Merkle announced as all good things must come to an end, this is Dr. Maloney’s last Board meeting. After 31 years in education and 10 years at YS, Dr. Merkle thanked her for her dedicated work at YS, colleagueship and wished her all the best for a long, healthy retirement.

Congratulations, thanks and best wishes along with applause were heard around the table.
Adjournment
The meeting was adjourned at 8:01 PM.

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

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