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YORK SUBURBAN SCHOOL BOARD
REGULAR MONTHLY MEETING
OCTOBER 15, 2012 - 7:30 PM
RONALD PROVARD EDUCATION CENTER

AN EXECUTIVE SESSION WILL BE HELD AT 6:15 PM.

MINUTES
(approved November 19, 2012)
  1. General Business 
    1. Call to Order - Mr. DeHaas
      1. Pledge of Allegiance to the Flag 
        President DeHaas called the meeting to order with the Pledge of Allegiance to the Flag.
      2. Roll Call
        Members Present - Emily Bates, Jennifer Clancy, John DeHaas, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative) 
      3. Public Comment
        A opportunity was provided for public comment.  There was none at this time. 
      4. Discussion and Action on Board Minutes - Approval of the Minutes of the Regular Board Meeting of September 24, 2012 and the Minutes of the Planning Committee Meeting of October 1, 2012.  [Approve as submitted/corrected] 

        Motion, Leopold-Sharp, Second, Clancy, and unanimously passed 9-0; Approval of the Minutes of the Regular Board Meeting of September 24, 2012 and the Minutes of the Planning Committee Meeting of October 1, 2012.
  2. Treasurer's Report - Mr. Miller  [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, a motion to approve the below-mentioned items; second; and roll call vote]   

    Motion, Miller, Second, Clancy, and unanimously passed 9-0; Approval of the Treasurer's Report.
    1. Approval of Treasurer's Report as of 09/30/2012 [File for audit]  The Treasurer's Report, Summary Report  and Check Summary are provided.  
    2. Fund Account Reports showing balance as of 09/30/12
      1. General Fund-2012-13 - $25,057,307.82
      2. Food Service Fund - $237,271.24
      3. Capital Reserve Fund - $152,699.34 
      4. Capital Projects Fund-Bond Series of 2006 & 2007 - $887,643.07 
    3. Payment of Bills
      1. General Fund-2012-13 - $1,076.537.24
      2. Food Service Fund - $10,479.73 
      3. Capital Reserve Fund - $0 
      4. Capital Projects Fund-Bond Series of 2006 & 2007 - $0 
  3. Board President's Report - Mr. DeHaas
    1. Approval of Board Goals.  [Motion and Vote]
      Mr. DeHaas asked for any discussion on Board Goals.

      A discussion continued.  It was decided to amend the Board Goals adding 3-5 year data for the financial management goal as discussed at this month's Planning Committee meeting.

      Motion, Bates, Second, Schroeder, and unanimously passed 9-0; Approval of the amended Board Goals.

      A revised copy of the amended goals be distributed to all Board members.

      Mr. DeHaas reported an Executive Session was held prior to this evening's meeting for the purpose of discussing legal and/or personnel issues.
  4. Superintendent's Report - Dr. Orban
    1. Student Enrollment Report   
      Dr. Orban highlighted the above report. 

      Following a request from a Board member, future enrollment reports will show separate totals for cyber students and charter students. 
    2. Congratulations to National Merit Students. Congratulations is extended to the following National Merit Students:

      2012 National Merit Program Commended Students

      Alicia Baker, daugher of James and Amie Baker
      Thomas Garncarz, son of John and Anne Marie Garncarz
      John Gurnavage, son of Mark and Angela Gurnavage

      Emma Matcham was also a commended student, however, she withdrew from YS and is currently attending a school in Ohio.

      National Merit Program Semifinalists

      Laura Blouse
      , daughter of Alan and Susan Blouse
      Margaret Sullivan, daughter of Gregory and Rowena Sullivan 

      Mr. DeHaas announced the National Merit students.  He congratulated and presented certificates of recognition to the students present at the meeting, Alicia Baker and Thomas Garncarz.

      Both students thanked the teachers and Board for Education for providing the opportunity for a great education at York Suburban.

      Comprehensive Plan - Dr. Maloney announced to Board members the public report of the Comprehensive Plan is available to Board members on the confidential section of agenda.  The information will be made available to the public later this week.
       
    3. Student Wellness Update - Dr. Merkle 
      Dr. Merkle provided an update on Student Wellness including a little exercise for Board members.  She shared a copy of the three year plan handout with district initiatives to be fluid going forward.  Mr. Younkin demonstrated a "shakey woo", a form of celebration done in the classroom that replaces the normal response of applause. 
    4. The administration recommends Board approval of the Administrative Disciplinary Hearing Agreement for Student No. 212513, 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 complete a ten day suspension, adhere to the Safety Plan and the recommendations set forth through the Student Assistance Team and serve a 45 day social probation. [Motion and Vote] 

      Motion, Bates, Second, Leopold-Sharp; Approval of the Administrative Disciplinary Hearing Agreement for Student No. 212513.  Roll Call Vote, all present, yes.  Motion carried 9-0.
    5. The administration recommends Board approval of the immediate expulsion of Student No. 210640 as set forth in the Administrative Disciplinary Hearing Agreement following a hearing conducted by Board appointed hearing officer, Michele Merkle.  The student will be placed at an alternative school.   [Motion and Vote] 

      Motion, Bates, Second, Shaffer; Approval of the Administrative Disciplinary Hearing Agreement for Student No. 210640.  Roll Call Vote, all present, yes.  Motion carried 9-0.
    6. The administration recommends Board approval of the Administrative Disciplinary Hearing Agreement for Student No. 213081, 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 complete a ten day suspension and adhere to the Safety Plan as set forth by the Threat Assessment Team.  [Motion and Vote] 

      Motion, Bates, Second, Shaffer; Approval of the Administrative Disciplinary Hearing Agreement for Student No. 213081.  Roll Call Vote, all present, yes.  Motion carried 9-0.
    7. The administration recommends Board approval of the immediate expulsion of Student No. 210278 as set forth in the adjudication submitted by Attorney Brooke Say, following a hearing of a committee of the Board.  The student will be placed at an alternative school and referred to the Student Assistance Team for counseling.  [Motion and Vote]  

      Motion, Clancy, Second, Bates; Approval of the adjudication for Student No. 210278.  Roll Call Vote, all present, yes.  Motion carried 9-0.

      Dr. Orban concluded the Superintendent's Report by reporting this is Dr. Bertram's last week with the district and she will be starting at the LIU on October 22.  It is with joy and sadness we say goodbye.  Her 3+ years with the district has been very positive.  We do wish her the best as she moves to the next level of administrative work and she will be missed.
  5. Student Board Representative Report - Mr. Clark 
    Mr. Clark reported homecoming activities went very well.  Post season athletics are beginning.  The Drama Club production was held this past weekend.
  6. Business Office Report - Mr. Younkin
    1. Food Service Report - Mary Keane, Whitsons Culinary Group
      Sales Report 
      Mr. Younkin highlighted the above information and stated Mary Keane, Whitsons Culinary Group On-Site District Manager, and Kelly Friend, Whitsons Culinary Group Senior Vice-President for Nutrition, are in attendance this evening to answer any questions.

      A discussion continued.  Points of the discussion included - figures on the sales report indicate meals eligible for reimbursement; the administration is continuing to look at the discrepency on the substantial reduction of reduced meals; free/reduced lunch eligibility determination is handled same way as last year; administration will add comparisons for breakfast figures on the next report and noted breakfast was served in two buildings last year; administration reported it will take a few more months of reviewing data to have accurate projections; the new national nutritional guidelines have set the change in portion sizes not Whitsons; the administration asked the custodians if there is an increase in waste and an increase was not reported.

      Kelly Friend from Whitsons reported this district benchmarked with similar districts has exceeded 30% participation from students.  Kudos was extended to the administration and support staff here at YS.  We have received positive feedback.  We did receive some comments about portion sizes.  The change to a nutritional value program was really not very painful.  All in all it has been successful.  We would ask for information so that we can be proactive rather reactive. On November 5, principals will be given a report card to complete and will be asked for feedback that has been heard from students and parents.  That data will be shared with Mr. Younkin.

      Dr. Orban reported the situation that was expressed at the Association Meeting recently was relayed to Mary Keane.

      Mr. DeHaas concluded that it is always helpful for people in customer service to respond to their emails and he hoped that issue will not be heard about again. 
    2. Policy No. 627 - Tax Exempt Bond Compliance Procedures.  The administration recommends approval of Policy No. 627-Tax Exempt Bond Compliance Procedures per the recommendation by U.S. Securities and Exchange Commission.  [Motion and Vote] 

      Mr. Spare reported this policy is required per federal law and the district must comply.

      Motion, Clancy, Second, Schroeder; Approval of new Policy No. 627 - Tax Exempt Bond Compliance Procedures. Roll Call Vote, all present, yes.  Motion carried 9-0.
    3. Request for Payroll Deduction.  The administration recommends approval of the payroll deduction opportunity request received from YS Communities That Care, YS Dollars for Scholars and YS Education Foundation for district employees.  [Motion and Vote]  

      Motion, Leopold-Sharp, Second, Schroeder; Approval of the payroll deduction opportunity request received from YS Communities That Care, YS Dollars for Scholars and YS Education Foundation for district employees.

      A discussion continued.  Points of the discussion included - per Board policy, this action is not required; discussion did take place at this month's Planning Committee meeting.

      Mr. Spare reported he has not seen this action in other districts.  It would not hurt and suggested the decision is left to the administration.

      Withdrawal of motion, Leopold-Sharp, Second, Schroeder. 
  7. Academic Standards and Curriculum Committee Report - Mrs. Clancy
    1. The next Academic Standards and Curriculum Committee meeting is scheduled January 30 at 9:00 AM.
    2. The annual Academic Standards and Curriculum Committee meeting is scheduled February 19 at 6:30 PM. 

      Mrs. Clancy reported above information.  She encouraged community members to attend the annual meeting in February and also encouraged PTO and PSO groups to inform parents of this meeting and encourage them to attend.  Mrs. Clancy reported a committee meeting was added on January 30 as stated above. 
  8. Communications Committee Report - Mrs. Schroeder
    1. The Communications Report and Activities Report are provided. 

      Mrs. Schroeder expressed kudos to the students mentioned on the Activities Report.
    2. The next Communications Committee meeting is scheduled November 5 at 6:00 PM. 

      Mrs. Schroeder reported above information.

      "What do you need to know about running for School Board Member" panel discussion - Mrs. Schroeder asked if any discussion was necessary.

      Dr. Orban reported the discussion panel has been scheduled on December 6 at 7:00 PM and will be held at the middle school.  Mr. DeHaas has informed and invited other Board presidents to attend.

      A discussion continued.  Points of the discussion included - Board members standing for election should probably not be on the panel; participation from other Boards is encouraged. 
  9. Facilities Committee Report - Ms. Leopold-Sharp
    1. JCI Guaranteed Energy Savings Contract.  On August 20, 2012, the Board approved capital projects as proposed in the Johnson Control Energy Savings Contract pending finacing.  On September 24, 2012, the Board approved a financing structure which included the JCI Contract proposal totaling $1,617,786.  The proposed contract submitted is $1,613,849 which removes $3,937 for the installment of Vendmisers for vending machines.  This Contract will save the district at least $74,637 per year in utility savings and provide $614,000 in necessary capital maintenance projects.  The administration recommends the approval of the JCI Energy Savings Contract.  [Motion and Vote] 

      Mr. DeHaas stated the Board approved certain projects that fall or do not fall in certain areas in JCI Contract without a finance vote.  Until money is approved in financing structure, we should not vote on the contract.  We should wait until Mr. Philips is available to explain the finance structure.

      Mr. Younkin reported that Mr. Phillips was attending another Board meeting tonight and is on his way to our meeting.

      A discussion continued.   Points of the discussion included - understanding the financing is important prior to vote; can we afford this?; order of votes needs determined; financing was approved in the parameters resolution and included a wrap structure.

      Mr. DeHaas reported this item will be held until Mr. Ken Phillips arrives at the meeting.  He was attending another Board meeting this evening and is currently on his way.

      Discussion on this item continued once Mr. Phillips arrived.

      Mr. Phillips provided explanation on financial options and that on September 24 the Board passed two resolutions to finance maximum number with a structured wrap.  It is possible to choose an eight year level debt rather than eight year wrap around.

      Mr. DeHaas asked Mr. Kirk his opinion on level and wrap structure funding.

      Mr. Kirk replied he thinks that level financing is way to proceed.  I don't believe in pushing funding downstream and we should pay this off as early as possible.  There will be other funding pressures in the future.

      A discussion continued.

      Mr. Sears shared his prepared remarks.

      A discussion continued.

      Mr. DeHaas reported unless there is a motion to move to a level financing program, there is no action necessary.

      Mr. Miller stated maybe it does make sense to vote on contract first, then the financing.

      Motion, Leopold-Sharp, Second, Shaffer; Approval of the JCI Guaranteed Energy Savings Contract in the amount of $1,613,849.

      Roll Call Vote, all present, yes, with the exception of Sears, Miller, Kirk, no.  Motion passed 6-3.  
       
    2. The Facilities Committee meeting scheduled on October 24 is canceled.  The next Facilities Committee meeting is scheduled on November 14 at 5:30 PM.  

      Ms. Leopold-Sharp reported above information.  Mr. Tim Debes plans to attend the  November 5 Planning Committee meeting and will provide a roof report.
  10. Finance Committee Report - Mr. Miller  
    1. JCI Guaranteed Energy Savings Contract.  The Board approved a Parameters Resolution on September 24, 2012 to refinance the 2008 General Obligation Bonds and fund the JCI Guaranteed Energy Savings Project with a Structured Wrap financing process.  The Board has requested a proposed financing option with a Level Wrap.  The administration, working with Ken Phillips of RBC Capital Markets, has provided a Structured Wrap that provides principal payments spread over eight (8) years of the loan.  Provided is a copy of the Structured Wrap proposed to the Board on September 10, 2012.  Ken Phillips will be available to discuss the Parameters Resolution and review the two financing options.  [Motion and Vote] 

      Mr. DeHaas reported this item will be held until Mr. Ken Phillips arrives at the meeting.  He was attending another Board meeting this evening and is currently on his way.

      This item followed the Faciltities Committee discussion and motion on the JCI Guaranteed Energy Savings Contract.

      Motion, Kirk, Second, Clancy; Move to level structure financing as opposed to wrap structure financing  on the Parameters Resolution that was approved on September 24, 2012 to refinance the 2008 General Obligation Bonds and fund the JCI Guaranteed Energy Savings Project.

      A discussion continued.

      Roll Call Vote, all present, yes.  Motion carried 9-0.
    2. The next Finance Committee meeting is scheduled October 31 at 5:30 PM.  
      Mr. Miller reported the above information. 
  11. Personnel Committee Report - Mrs. Shaffer
    1. Consent Agenda:  You have before you the Personnel Report which includes employment, re-appointment of winter coaches, additional substitute teachers and additional volunteer for fall.  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; second; roll call vote. 

      Motion, Shaffer, Second, Bates; Approval of the Consent Agenda on the Personnel Committee Report, and unanimously passed 9-0.
    2. Employment
      1. Recommend the employment of Amy Gehly as a Substitute Lunchroom Aide at the hourly rate of $9.55, effective for the 2012-2013 school year.
      2. Recommend the employment of Michael King as Assistant Wrestling Coach at the salary of $3,506 which represents Step 4 of the Extracurricular Salary Schedule.
      3. Recommend the employment of James McFadden as Assistant Boys Basketball Coach at the salary of $5,735 which represents Step 4 of the Extracurricular Salary Schedule.
      4. Recommend the employment of Ruth Ann Richardson as a Lunchroom Aide at Indian Rock Elementary School at the hourly rate of $10.50, effective October 9, 2012.
      5. Recommend the employment of Amy Scerbo as Assistant Junior High Girls Basketball Coach at the salary of $4,033 which represents Step 4 of the Extracurricular Salary Schedule.
    3. Recommend the re-appointment of the following coaches for winter 2012-2013
      Kevin Wood
      Junior High Boys Basketball
      Paul Kuhn
      Assistant Junior High Boys Basketball
      Leslee Yoder
      Head Cheerleading
      Melissa Martin
      Middle School Cheerleading
      Craig Brennan
      Head Boys and Girls Swimming
      Mike Appleby
      1st Assistant Swimming
      Hope Kowalewski
      Assistant Swimming
      Matt Appleby
      Assistant Swimming
      Brian Gentzyel
      Head Wrestling
      Erik Kuntz
      Junior High Wrestling
    4. Additional Substitute Teachers

      Kristen Allen

      Elizabeth Lauer

      Kristin Ort

      Susan Ruby

      Lisa Senft

      Danielle Shenberger

      Chelsey Strong

    5. Additional Volunteer for Fall 2012-2013
      Felicia Rodriguez           Marching Band
    6. The next Personnel Committee meeting is scheduled November 1 at 2:00 PM.

      Mrs. Shaffer reported above information and stated that date/time may change.

      Mrs. Shaffer reported representatives of the Board, administration and association met at a fireside chat on October 9 and topics were impact of shared staff, healthcare committee status, schedule changes and feedback from food service program.
  12. Planning Committee Report - Ms. Leopold-Sharp
    1. The next Planning Committee meeting is scheduled November 5 at 7:30 PM.  

      Ms. Leopold-Sharp reported above information. 
  13. Policy Review Committee Report - Ms. Bates
    1. Policy Revision.  The Policy Review Committee recommends adoption of the following new policy.  [Motion and Vote]
      1. Policy No. 915 - Booster/Support Organizations and Addendum 

        Motion, Bates, Second, Shaffer, and unanimously passed 9-0; Approval of new Policy No. 915 - Booster/Support Organizations and Addendum.
    2. The next Policy Review Committee meeting is scheduled October 23 at 3:45 PM. 

      Ms. Bates reported above information. 
  14. York Area Tax Bureau Report - Ms. Leopold-Sharp  
    No report
  15. York County School of Technology - Mrs. Schroeder
    1. The Mini-Board Report dated September 27 is provided by the York County School of Technology Joint Operating Committee. 

      Mrs. Schroeder reported above information.
  16. York Adams Academy Report - Mr. DeHaas  
    No report
  17. Lincoln Intermediate Unit Board Report - Mr. Sears 
    1. "...by Dawn's Early Light" outlining the highlights of the October 2 LIU Board Meeting is provided.  

      Mr. Sears reported above information and highlighted the summer youth program spotlight.  He stated that serving on the LIU Board has been a good experience to see what the district's support does to support the LIU and its students. 
  18. Legislative Policy Committee Report - Mrs. Clancy  

    Mrs. Clancy reported that Mr. Sears and she will be attending the legislative policy council meeting on Thursday.  Legislative priorities will be solicited from the cabinet and then discussed at the November Planning Committee meeting. 

    Mr. DeHaas asked if any Board members are interested in serving on the Nominating Committee to let him know.  Three people are needed.
  19. Recognition of Visitors 
    An opportunity was provided for public comment.

    Jerry Stahle, 700 Mulberry St - inquiry about letter from Mr. Russell; Mr. Stahle did not receive a response to date 

    Mr. DeHaas stated the letter was addressed to Dr. Orban.

    Mr. Stahle gave copy of a letter to Mr. Spare; suggestion to change methodology for the way curriculum is presented to students 

    The Board continued at this time with the Facilities Committee Report and the Finance Committee Report. 
  20. Adjournment  
    The meeting was adjourned at 9:16 PM. 

 

     

The York Suburban School District is an Equal Opportunity Education Institution and does not discriminate on the basis of race, color, national origin, religious creed, ancestry, sex, age, marital status or handicap, in accordance with Title VI of the Civil Rights Action of 1964, Title IX of the Education Act Amendments of 1972, Section 504 of the Rehabilitation of the Handicapped Act of 1973, and the Americans with Disabilities Act of 1990, in its activities, educational and vocational programs and in its recruitment and employment practices. Inquiries concerning the application of Title VI, Title IX, Section 504, the ADA and the implementing regulations may be referred to the Superintendent, 1800 Hollywood Drive, York, PA 17403, telephone (717) 885-1210.