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YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
FEBRUARY 11, 2013 - 7:30 PM
HIGH SCHOOL CAFETERIA

An Executive Session will be held at 6:00 PM, prior to this meeting.

M I N U T E S
(approved February 25, 2013)

  1. 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, Jennifer Clancy, John DeHaas, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative)
  2. Board President's Report - Ms. Leopold-Sharp
    1. Board Goals Review

      Ms. Leopold-Sharp asked the board to provide monthly progress review of the board goals.

      Goal #1 - Mrs. Clancy reported the Academic Standards and Curriculum Committee met on January 30 and it was decided the administration will utilize the indicators on the PA Performance Profile to evaluate academic performance annually.  We expect release of the achievement data from PDE in March or April.  Information will be shared with the board.

      Goal #2 - Mrs. Schroeder reported the Communications Committee set a goal to have the annual report printed and sent out to the community with the tax bill.  We are well under way with creating that report.

      Goal #3 - Ms. Leopold-Sharp reported on February 28 a meeting will be held with the York County school board presidents.

      Goal #5 - Ms. Leopold-Sharp reported a community program about serving as a school director was held in the fall.

      Goal #6 - Mr. Miller reported the Finance Committee is continuing to work on the budget and working to stay within the fiscal means.

      An opportunity was provided for public comment.  There was none at this time.
  3. Superintendent's Report - Dr. Orban
    1. Foreign Exchange Student 2013-14 Discussion.  The administration requests Valentin Oettinger from Germany through Amicas International Student Exchange as a foreign exchange student in 2013-14.

      Dr. Orban reported the above information and requested board approval for this student at the February 25 meeting.  There were no comments from the board.
  4. Business Office Report - Mr. Younkin
    1. Presentation of the June 30, 2012 Financial Statement - Craig Witmer, CPA

      Mr. Younkin introduced Craig Witmer and reported that he will review the above information.

      A discussion continued.  Points of the discussion included - certain amount of time is necessary to complete an audit and this report dated January 16 is not necessarily timely but average timing, the first wave of audits was completed mid-December; staff responsibilities and job descriptions have been put into place and are now being handled by the accountant position to adhere to the filing of quarterly reports requirements; ADM (average daily membership) figure comes from PDE calculations and only includes students in the district, not the charter school students.

      An opportunity was provided for public comment.  There was none at this time.
      1. Audit Report
      2. Local Audit Management Letter 
    2. General Obligation Bonds Sale 2013

      Mr. Younkin highlighted the information available below.

      1. Closing Statement 
      2. Purchase Agreement 
      3. JCI Energy Savings Project 

        An opportunity was provided for public comment.  There was none at this time.
    3. 2013-14 Proposed Budget

      Mr. Younkin highlighted the above information and the Budget Reduction Summary linked below.

      Dr. Orban reported that principals and department leaders were asked to review their budgets again.  Various small amounts have been adjusted that include but not limited to reducing copier costs and  less staffing for after school activities while not eliminating any programs.  At this time there are no staffing reductions included.  There are additional retirements coming to the board at the February 25 meeting.  The administration is watching kindergarten enrollment numbers and special education numbers are being reviewed.  Investigation on an agency to track transportation costs for vans going to out placements and investigating the possibility of combining with some districts when feasible.  This may be possible with some districts utilizing a common calendar.  Evaluation of the need for the replacement of the Director of Student Services position or redefining positions.  Results of the PSBA Staffing and Efficiency Study results are needed to proceed with a recommendation.  The administration is looking at areas for possible increase.  Concern with teachers going to three buildings for the social sciences at the middle school and possibly considering adding a .4 position. There may be an administrative recommendation to consider mid-day transportation be reinstated with some, not a lot, feedback being heard from parents. Consideration of increasing the secondary activity fee of $25 for students as this figure is the lowest cost charged in the county for those district that charge.  More districts will be adding this charge.  Once we get solid kindergarten numbers, the administration will review replacing the retiring teachers.  These specific figures will be available in March.  So much of this is based on enrollment and the administration is watching those numbers very closely.

      An opportunity was provided for public comment. 

      Sarah Reinecker, 1101 Farquhar Drive - inquired about a deadline for charter school students to notify or change their status

      Dr. Orban replied that there is no deadline and it is monitored constantly.
      1. Budget Reduction Summary 
      2. State Revenue Projection

        Mr. Younkin provided information on the proposed state funding in the Governor's budget and the Basic Education Subsidy has a line item of $1,754,131, an increase of $94,631 over what is in the budget, the subsidy for Special Education for YS was $1,095,438, a decrease of about $6,000.  With those two items, we would be looking at an increase of $88,00 in state funding.  The other subsidy item, Block Grants, remains the same.  This increase is not currently in the preliminary budget.

        An opportunity was provided for public comment.  There was none at this time. 
    4. Five Year Budget Projections

      Mr. Younkin highlighted the above information.

      An opportunity was provided for public comment.  There was none at this time. 
  5. Discussion Items
    1. TREMCO Roof Inspection Report Presentation - Mike Cromwell
      Report results of an in-depth inspection of building roofs throughout the district conducted by an outside contractor.

      Mr. Tim Debes introduced Mike Cromwell and he provide a presentation of the above information. 
    2. Scope of Feasibility Study - Mr. DeHaas
      Discuss the scope of the study and analysis to be requested from contractors and the manner in which the administration should solicit proposals.

      Mr. DeHaas reported the feasibility study was discussed previously but needs to be discussed further as to the scope of the study.  It is important to understand the condition and the near far term (six to seven years) maintenance needs that might be in buildings.

      A discussion continued.  Discussion points - with the bad roofs, two options are available to keep the roofs usable, either to be repaired by using the liquid material every 12 years or replacement; as long as the district owns the building, it will be necessary to maintain the roof; another option is to do only emergency repairs as needed to keep usable for one or two years to buy some time; a roof can be patched for a long time but is that good use of resources?

      Mr. DeHaas asked about the scope of the feasibility study to assist the administration in providing information to the vendors.

      A discussion continued.  Points of the discussion included - a scope similar to the prior feasibility study is recommended.

      Mr. DeHaas concluded the discussion stating a draft could be created by the Finance Committee and administration and presented to the board for discussion and action.

      Ms. Leopold-Sharp asked the board if additional information was available from the committee on February 25, the board could review and discuss followed by a vote.  All board members were in agreement.

      An opportunity was provided for public comment.  There was none at this time. 
    3. Room Utilization Analysis - Mr. DeHaas
      Discuss the manner in which the board would like the administration to analyze the recent room utilization report.

      Mr. DeHaas reported the administration provided to the board the room utilization analysis and the PEL study was requested to be available for data to make a decision.  What does the board want the administration to do with this information?

      A discussion continued.  Discussion points were -  my worst fear is that we will not have time to prepare from a possible bankrupt school district and possible consolidation effort and needing to manage with additional students and/or needs, the room utilization information allows us to look at the criteria if budget numbers continue to degrade, to review programming, class size and room utilization; there are a lot of unknowns and I suggest administration work with the board in a series of meetings focusing on one builing per meeting, could be in facilities committee meeting which are public meetings; I believe this review and work should be done in whole board setting, not committee setting; the PEL study will be available in November, the board and administration can gather scenarios and decide as a whole how to proceed and this process would give the public a clear understanding; finding evening meetings for everyone may be a challenge, could we utilize our regular board meetings?; having this scheduled at Planning Committee meetings could make those meetings quite long.

      Ms. Leopold-Sharp concluded the discussion stating that  Mr. DeHaas, Dr. Orban and self will discuss and prepare a plan to proceed.

      An opportunity was provided for public comment.

      Sarah Reinecker, 1101 Farquhar Drive - consider communication information to be available to parents, providing facts of how a building is closed, timeline necessary, providing parents bit by bit information will help to alleviate any fears

      Ms. Leopold-Sharp responded stating the model when Valley View was closed for a year for renovation will be utilized  to keep everyone informed.
       
    4. Review - Revised Policy No. 117 - Homebound Instruction - Ms. Bates
      Review the policy changes recommended by the Policy Review Committee.

      Ms. Bates reported above information.

      A discussion continued.  Discussion point - situations with pregnant students are handled on a case by case situation and information from physician is required.
    5. Legislative Breakfast - Mrs. Clancy
      Discuss the board's interest in hosting our legislative delegation for a breakfast meeting.

      Mrs. Clancy reported a legislative breakfast meeting was held for the last two years.  Two years ago,  the meeting had a good representative sampling and the discussion was fruitful.  Last year only two elected representatives attended.  How would board members like to proceed?

      A discussion continued.  Discussion points - suggestion to not have the legislative meeting this year, the topics have been the same and representative attendance has declined; several board members agreed; after election, suggest the board offer an introduction to the new representative; several board members agreed.

      Mrs. Clancy concluded the discussion stating we will not schedule a legislative breakfast meeting this year.

      There was an opportunity for public comment.  There was none at this time.
    6. Lincoln Intermediate Unit - 2013-14 Preliminary General Operating Budget - Mr. Sears
      Report details of the IU general operating budget recommended by the Board of Directors.

      Mr. Sears highlighted above information.  There is a 1.7% increase, the district's contribution would go up .9% and I recommend approval.

      An opportunity was provided for public comment.  There was none at this time.
    7. York County School of Technology - 2013-14 Preliminary Budget - Mrs. Schroeder
      Report details of the York Tech budget recommended by the Operating Committee.

      Mrs. Schroeder reported previously that she had mentioned concerns about development of the budget at YCST but was misinformed.  She recommended approval of the budget at the next meeting.

      A discussion continued.  Discussion point - the budget is based on 1.7% increase; the recommendation is for 40 students next year.

      An opportunity was provided for public comment.  There was none at this time.
  6. Committee Reports 
    1. Finance Committee Report - Mr. Miller
      1. The minutes of January 9 are provided. 

        Mr. Miller reported above information.
      2. Whitsons' Report

        Mr. Miller reported a rebound in overall sales in January, which is an increase over December sales and also last January's sales.

        1. Monthly Dining Review
        2. Sales Activity Report
      3. The next Finance Committee meeting is scheduled February 27 at 5:00 PM.
         
        Mr. Miller reported above information.
    2. Academic Standards and Curriculum Committee Report - Mrs. Clancy
      1. The minutes of January 30 are provided.
         
        Mrs. Clancy reported above information.
      2. The annual Academic Standards and Curriculum Committee meeting is scheduled February 19 at 6:30 PM in High School Room 160.  

        Mrs. Clancy reported above information.
    3. Communications Committee Report - Mrs. Schroeder
      1. The minutes of January 14 are provided. 

        Mrs. Schroeder reported above information.
      2. The next Communications Committee meeting is scheduled March 4 at 6:30 PM. 

        Mrs. Schroeder reported above information.
    4. Personnel Committee Report - Mrs. Shaffer
      1. The next Personnel Committee meeting is scheduled February 12 at 4:00 PM.

        Mrs. Shaffer reported above information.
    5. Policy Review Committee Report - Ms. Bates
      1. The minutes of January 8 are provided. 

        Ms. Bates reported above information.
      2. The next Policy Review Committee meeting is scheduled February 26 at 3:45 PM. 

        Ms. Bates reported above information.
    6. Facilities Committee Report - Mr. DeHaas 
      1. The next Facilities Committee meeting is scheduled February 20 at 5:30 PM. 

        Mr. DeHaas reported above information and stated the agenda will include where we are headed with room utilization discussions at evening meetings and the scope of the feasibility study.
  7. Public Comment 
     
    An opportunity was provided for public comment on the committee items.

    Ellen Freireich, 2805 Lehigh Road - suggest the discussions are not framed around closing a building, but to review information about facilities, condition of grounds and buildings, the students we serve and begin to form a plan how to proceed

    Mr. DeHaas responded stating there will be broad based discusions and no decision has been made and only by exhaustive work by the administration and the board will decisions be considered. 
  8. Adjournment

    The meeting was adjourned at 9:35 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.