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YORK SUBURBAN SCHOOL BOARD
SPECIAL BOARD MEETING FOLLOWED BY PLANNING COMMITTEE MEETING
APRIL 8, 2013 - 7:30 PM
RONALD PROVARD EDUCATION CENTER

M I N U T E S
(approved April 22, 2013)

 SPECIAL BOARD MEETING
 

  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, Cathy Shaffer, Bradley Clark (Student Representative)

      Members Not Present - Joel Sears
       
    3. Public Comment 

      An 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 February 25, 2013 and the Minutes of the Planning Committee Meeting of March 4, 2013.  [Approve as submitted/corrected] 

      Ms.  Leopold-Sharp reported the minutes will be filed as presented.
  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, DeHaas; Approval of Treasurer's Report.  Roll Call Vote, all present, yes.  Motion passed 8-0.
    1. Approval of Treasurer's Report as of February 28, 2013 [File for audit]  The Treasurer's Report, Summary Report and Check Summary Report are provided.
    2. Fund Account Reports showing balance as of February 28, 2013
      1. General Fund-2012-13 - $17,261,124.37
      2. Food Service Fund - $89,444.81
      3. Capital Reserve Fund - $123,517.18
      4. Capital Projects Fund-Bond Series of 2006 & 2007 - $2,015,763.00
    3. Payment of Bills
      1. General Fund-2012-13 - $803,633.19
      2. Food Service Fund - $130,976.34
      3. Capital Reserve Fund - $0
      4. Capital Projects Fund-Bond Series of 2006- & 2007 - $175,349.92
  3. Board President's Report - Ms. Leopold-Sharp
    1. The Board met in Executive Session following the February 25, 2013 Regular Monthly Board Meeting and the March 4, 2013 Planning Committee Meeting for the purpose of discussing personnel and/or legal issues. 

      Ms.  Leopold-Sharp reported above information. 
    2. PSBA PlanCon Part G Letter to General Assembly Discussion [Motion and Vote] 

      Ms.  Leopold-Sharp highlighted above information and asked Mr. Younkin the effect this would have on the district.

      Mr. Younkin replied PlanCon H sets the reimbursable factor and these have not been processed to date. Our reimbursements would range from 6% to 22% of costs.  It is difficult to know exact amount until PlanCon H is determined.  The larger number would equal $375,000 (22%).

      A discussion continued.  Points of the discussion included - previously, legislators request specific examples to show support; include range of figures; there was an April 8 deadline; suggestion action at this meeting.

      Motion, DeHaas, Second, Shaffer, and unanimously passed (8-0); Approval along with specific reference of the impact  for the district.   
  4. Superintendent's Report - Dr. Orban
    1. The administration recommends Board approval for the completion of a ten day suspension followed by the immediate expulsion of Student No. 213120 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, Schroeder; Approval.  Roll Call Vote, all present, yes.  Motion carried 8-0.
    2. The administration recommends Board approval of the Administrative Disciplinary Hearing Agreement for Student No. 210492, following a hearing conducted by board appointed hearing officer, Michele Merkle.  The Agreement sets forth the details of the recommendation in response to the violation of Act 26 of PA School Code.  The student will be suspended from school for a period of ten days and upon return adhere to the determinations set forth in the agreement.  [Motion and Roll Call Vote]  

      Motion, Bates, Second, Schroeder; Approval.  Roll Call Vote, all present, yes.  Motion carried 8-0.
  5. Business Office Report - Mr. Younkin
    1. PlanCon Part K Project Financing (2008 GOB).  The 2008 General Obligation Bonds which financed the new Yorkshire Elementary and the Valley View Elementary renovations and additions were projects approved under the state's PlanCon reimbursable process.  These Bonds were refinanced in 2013 and require a PlanCon Part K:  Project Financing form to be approved by the Board and filed with the Department of Education.  The administration recommends approval of the PlanCon Part K:  Project Financing.  Motion and Vote] 

      Motion, DeHaas, Second, Kirk; Approval.  Roll Call Vote, all present, yes.  Motion carried 8-0.
  6. Personnel Committee Report - Mrs. Shaffer
    Consent Agenda:  You have before you the Personnel Report which includes resignation, employment, volunteer coaches for spring 2012-13 and additional substitute teachers for 2012-13 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, Schroeder; Approval.  Roll Call Vote, all present, yes.  Motion carried 8-0.

    Mr. Adams introduced the new head football coach, Jeremy Jones, and his family in attendance this evening.  We are looking forwarding to having Coach Jones on our staff.
    1. Resignation
      1. Recommend Board approval of the resignation of Angela Edel, as business education teacher at the High School and Valley View Elementary, effective June 7, 2013.
    2. Employment
      1. Recommend the employment of Jeremy Jones as Head Football Coach at the salary of $5,290 which represents Step 2 of the Extracurricular Salary Schedule, pending clearances.
      2. Recommend the employment of Erin Kerchner as Assistant Girls Soccer Coach at the salary of $1,961 which represents Step 1 of the Extracurricular Salary Schedule, pending clearances.
    3. Volunteer Coaches for Spring 2012-13
      Chad Baker Boys Volleyball
      Katelyn Balmer
      Track and Field
      Larry Dalton Softball
      Craig Diehl
      Boys Tennis
      Matt Luchko
      JH Track and Field
      Gina Neiderer
      JH Girls Volleyball
    4. Additional Substitute Teachers for 2012-13
      Michele Burnham
      Roberta Gifford
      Britni Hamm
      Thomas Hevner
      Laura McBride
      Elizabeth Simon-Lewis
      Jennifer Stough
      Jennifer Walsh
       
  7. Public Comment

    An opportunity was provided for public comment.  There was none at this time.
  8. Adjournment

    Ms. Leopold-Sharp adjourned the Special Meeting at 7:43 PM.

     

PLANNING COMMITTEE MEETING

  1. Call to Order - Ms. Leopold-Sharp 

    Ms. Leopold-Sharp called the Planning Committee meeting to order at 7:43 PM.
  2. Board President's Report - Ms. Leopold-Sharp
    1. Congratulations to the 2013 National Merit Finalists.
      1. Laura A. Blouse, daughter of Alan and Susan Blouse
      2. Margaret M. Sullivan, daughter of Gregory and Rowena Sullivan

        Ms. Leopold-Sharp congratulated the above named students for their accomplishment of Nation Merit Finalists.  The students were unable to attend the meeting this evening.  A certificate of achievement will forwarded to each student.
    2. Congratulations to Sophia Cao, daughter of Dennis and Pauline Olsen, for receiving a Gold Key in the 2013 South Central Pennsylvania Scholastic Art & Writing Awards and a nomination of an American Visions Award 

      Ms. Leopold-Sharp congratulated and presented a certificate of achievement to Sophia Cao.
       
      Sophia shared the background and name of her piece of art.
  3. Superintendent's Report - Dr. Orban
    1. York County Alliance for Learning Innovation Grant.  Congratulations to High School teachers Karen Fornadel and Erica Silva-Furjanic for having received one of the eleven YCAL Innovation Grants awarded in 2012-13.  This grant awards $800 for the Design Studio:  The Business of Art project. 

      Dr. Orban reported above information and asked Mrs. Fornadel to provide additional information.

      Mrs. Fornadel announced this project is a new course at the high school called Design Studio.  The course will start this fall and students will be involved in a business to provide services for school personnel and community members.  Students will get to experience the art world and the business world.  We are very excited to have this seed money to get this started in the fall.

      Dr. Orban also announced the group also received YS Education Foundation grant for additional funding towards this new idea. 
    2. Student Enrollment Report 

      Dr. Orban highlighted above information and reported that Kindergarten registrations currently stands at 175 students compared to the current Kindergarten class of 155.
    3. Update on the Director of Finance and Support Services Search 

      Dr. Orban reported there are three days remaining for receiving applications.  At this time, we have received 12 applications and have begun to schedule round 1 interviews next week.  Applications are available for review by board members.
    4. York Recovery Advisory Committee Report 

      Dr. Orban reported the York Recovery Advisory Committee meetings have been moved to Phineas Davis School.  The next meeting will be held in the gymnasium on Wednesday evening.  The committee is considering two choices, charter school or the internal option of magnet schools.  The committee continues to meet and another extension was received until May.

      A discussion continued.  Points of the discussion included - You mention two short-term options for consideration.  Are there any long-term options being considered?

      Dr. Orban replied members of the advisory committee and York Counts are looking at consolidation as a more long-term solution.  Monies are available for short-term recommendation.  There is not a lot of confidence with short-term options with long-term effects.  The committee continues to look at financials and are considering longer school days and a longer school year.  The charter school option would impact personnel.

      A discussion continued.  Points of the discussion included - a community member spoke at a recent meeting about the state or some other power imposing a consolidation, could we get  a legal opinion?; administration receives several phone calls each day with concern about consolidation; are Sunshine Rules in effect for this committee's work and could we get a legal opinion?

      The board agreed to ask the administration to request a legal opinion on Sunshine Rules for this committee.
    5. Staff Survey Summary

      Dr. Orban highlighted above information and noted a lower number of staff responded this year and goal for next year is to raise the number of responses.

      Mrs. Clancy requested a question for the future - how the instructional staff is currently assisted with technology needs.
    6. Elementary Room Utilization Administrative Timeline 

      Dr. Orban reported timeline is being drafted and the goal is to have presentation to board at the  August Planning Committee meeting.  The Facilities Committee requested this be complete prior to start of school and prior to the revised PEL Study.
  4. Business Office Report - Mr. Younkin
    1. FY 2013-14 Budget Update
      1. 2013-14 General Operating Fund Revenue & Expenditure Projections Proposed Budget - Dr. Orban, Dr. Maloney, Dr. Merkle, Mr. Younkin
        1. FY 2013-14 Proposed Budget Change

          Dr. Orban highlighted above information.

          Dr. Maloney provided information on Safety Education reduction and discussion will take place at the next Academic Standards & Curriculum Committee meeting, followed by discussion by Policy Review Committee. 

          Dr. Orban reported on the extracurricular activty fee increase from $25 to $50; this is revenue driven and will provide an additional $25,000.

          Dr. Orban reported with the staff reductions, no alteration of  programs was necessary and class sizes have not raised.

          Dr. Merkle explained the administration's plans to not replace two of the four instructional resignation/retirements and not replacing the aide retirement.  Still reviewing kindergarten registration numbers and projecting 2013-14 school year needs.

          Dr. Orban reported currently the Director of Support Services position is open and an Assistant is employed.  The administration is waiting for PSBA Study results and sees some preliminary results for realignment in business office and combining the Director of Student Services position and the Assistant position.
        2. FY 2013-14 Proposed Budget
        3. Real Estate Tax Increase Summary Chart 

          Mr. Younkin highlighted above information.

          A discussion continued.  Points of discussion included - Act 1 index is 1.7%; if the board raised taxes to 1.7% it would add $45,000 to the fund balance and 1.57% balances the budget; is the $45,000 added to the fund balance worth it?; the budget needs advertised following the April 22 board meeting for 30 days and voted on at the May regular meeting

          A time for public comment was provided in discussions thus far.  There were none at this time.
  5. Discussion Items
    1. Elementary Summer Camp/Program Proposal - Dr. Orban, Dr. Grove 

      Dr. Orban highlighted above information and added some additional outreach to neighborhoods, such as reading to students at a park or an apartment complex is being reviewed.

      A discussion continued.  Points of the discussion include - high school students have been used previously as volunteer teachng assistants and principals and teachers are very open to that possibility; first grade students are issued a Martin Library card and encouraged to participate in the summer reading program.

      An opportunity was provided for public comment.  There was none at this time.
    2. Voting Practices Review - Ms. Leopold-Sharp

      Ms. Leopold-Sharp highlighted the voting practices process for three month trial and looked for board input.

      A discussion continued.  Points of the discussion include - four nos were voiced to discontinue use of voting cards; has not seen a downside at this time and inclined to continue; not opposed and wish not to use large laminated cards; prefer roll call with rotation; struggle with enough trust of fellow board members if swayed by way others vote; votes used to be called randomly with Mr. Provard; cards don't really count, what we say when vote is recorded counts.

      Ms. Leopold-Sharp concluded the discussion stating 5 3/4 votes not in favor of continuing the voting cards and asked Mr. Younkin if he could call random votes.

      Mr. Younkin replied that he would try.

      An opportunity was provided for public comment.  There was none at this time.
    3. York Recovery Advisory Committee Consolidation Letter  - Ms. Leopold-Sharp (Board)

      A lengthy discussion took place.  Points of the discussion included - suggestion to survey the community on these questions; no immediate deadline; mail orange postcards to all district residents; Superintendents will be discussing this at their meeting on Friday; the next board president meeting is June 27; use community access channel; suggestion to keep it to two or three questions; newspaper could help notify community; no immediate timeline is defined.

      Ms. Leopold-Sharp concluded the discussion by charging the Communications Committee to review this at their next meeting and report back to board.

      An opportunity was provided for public comment.

      Shama Mir, 104 Scarboro Drive  - definition of consolidation and more information is needed
    4. Feasibility Study Administrative Recommendation - Dr. Orban, Mr. Younkin

      Mr. Younkin highlighted above information and stated the administrative recommendation is Murphy & Dittenhafer.

      A dicsussion continued.  Points of the discussion include - different range of proposals were discussed; copies of proposals are available for board member review; Facilities Committee members received copy of proposals; Tim Debes was available for administration to ask questions for clarification; if a company needs to do mechanical work because of not having access to the district's information, additional hours would be required and could account for some of the difference in proposals.

      An opportunity was provided for public comment.  There was none at this time.

      Ms. Leopold-Sharp announced action will take place on April 22.

      1. Facility Options and Elementary Building Room Utilization Study

        Ms. Leopold-Sharp highlighted above information.  The consultants for Feasibility Study will provide information for July Planning Committee meeting and the administration will provide above information at August Planning Committee meeting.
    5. 2013-14 Food Service Management Company Contract - Whitsons Culinary Group - Mr. Younkin

      Mr. Younkin reported the administration has met several times with Whitsons with regard to the  renewal of contract and Whitsons has put together information that is attached to agenda.  Jimmy  Blicharz from Whitsons was introduced and highlighted the contract information.

      Mr. Younkin reported the administration feels comfortable and recommends renewal of contract with Whitsons at the April 22 meeting.

      An opportunity was provided for public comment.  There was none at this time.
    6. Board Goals Review

      Ms. Leopold-Sharp asked if committee chairs had anything new to report.  There was none at this time.

      An opportunity was provided for public comment.  There was none at this time.
    7. Review of Recommended Revised Policies - Ms. Bates

      Ms. Bates highlighted the three policies recommended for revisions.

      A discussion continued.  Points of the discussion included - legislation sets the bid amounts; receiving quotes over the phone.

      Ms. Bates concluded the dicusssion stating the phrases regarding telephone quotes will be removed from Policy No. 610 and action will take place at the April 22 meeting.
      1. Policy No. 610 - Purchases Subject to Bid/Quotation
      2. Policy No. 611 - Purchases Budgeted
      3. Policy No. 612 - Purchases Not Budgeted
    8. 2013-14 Calendar - Board Meeting Schedule - Dr. Orban

      Dr. Orban highlighted the above information and asked the board for discussion on meeting dates in April.

      A discussion continued.  Points of the discussion included - 30 days between April regular meeting and May regular meeting for advertising of proposed budget is necessary; hesitancy for one meeting in April; preference to not schedule meetings on holidays; schedule could be April 7 and 22 and May 5 and 27, utilizing Tuesdays to not schedule on holidays and allow the necessary 30 days.

      An opportunity was provided for public comment.  There was none at this time.

      Dr. Orban reported a new calendar will be available.
    9. New Master Agreement Resolution - Dr. Orban

      Dr. Orban highlighted above information and shared that electronic signature is now required at PDE.

      A discussion continued.  Points of the discussion - grammar corrections were noted.

      Dr. Orban concluded the discussion by stating the revised resolution will be be on agenda on April 22 for action.

      An opportunity was provided for public comment.  There was none at this time.
    10. Board Committee 2nd Quarter Schedule 

      Ms. Leopold-Sharp highlighted the above information.

      An opportunity was provided for public comment.  There was none at this time.
  6. Committee Reports 
    1. Academic Standards and Curriculum Committee Report - Mrs. Clancy
      1. The next Academic Standards and Curriculum Committee meeting is scheduled April 25 at 3:45 PM in Valley View room 111.  

        Mrs. Clancy reported Dr. Maloney (correction-Mr. Brian Ellis) will be making a Keystone Exam report at the April 22 regular meeting.
    2. Communications Committee Report - Mrs. Schroeder
      1. The minutes of March 4 are provided.

        Mrs. Schroeder reported above information.
      2. The March Activities Report and April 8 Communications Report are provided. 

        Mrs. Schroeder reported above information.  Also, one of our students, Madison Glassmyer, is a finalist in the York County Esssay Contest where over 300 essays were submitted.  Congratulations to Madison!  Mrs. Shaffer attended the program and a copy of the program is available.
      3. The next Communications Committee meeting is scheduled May 6 at 6:30 PM. 

        Mrs. Schoreder reported above information.
    3. Facilities Committee Report - Mr. DeHaas 
      1. The minutes of February 20 are provided.

        Mr. DeHaas reported a lengthy presentation was given at last committee meeting about chillers and additional information will be presented at next meeting.
      2. The next Facilities Committee meeting is scheduled April 24 at 5:30 PM. 

        Mr. DeHaas reported above information.
    4. Finance Committee Report - Mr. Miller
      1. The minutes of February 27 is provided.

        Mr. Miller reported above information.

        A discussion continued.  Points of the discussion included - the chair of the February 27 meeting was Mrs. Shaffer.
      2. The next Finance Committee meeting is scheduled May 1 at 5:00 PM.

        Mr. Miller reported above information.
    5. Legislative Policy Committee - Mrs. Clancy
      1. Report on York County Legislative Meeting held on March 5

        Mrs. Clancy provided a verbal report on above meeting that was held at the Central York High School.  Also, school boards are asked to submit proposals for the PSBA 2014 Legislative Platform by June 28. If any board member has a proposal, please forward to Ms. Leopold-Sharp and Mrs. Clancy.  Discussion will take place at either a May or June meeting.

        Ms. Leopold-Sharp suggested once the new legislator is elected to schedule a meeting with the three school boards to meet together.
    6. Personnel Committee Report - Mrs. Shaffer
      1. The next Personnel Committee meeting is scheduled May 2 at 4:00 PM.

        Mrs. Shaffer reported above information.
    7. Policy Review Committee Report - Ms. Bates
      1. The next Policy Review Committee meeting is scheduled April 30 at 3:45 PM. 

        Ms. Bates reported above information.
  7. Comments and/or Questions from the Public

    An opportunity was available for public comment.  There was none at this time.
  8. Adjournment
     
    The meeting was adjourned at 9:39 PM.

 

THERE WILL BE AN EXECUTIVE SESSION IMMEDIATELY FOLLOWING THE MEETING.
 

An Executive Session was held immediately following the meeting.
 

     

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.