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YORK SUBURBAN SCHOOL BOARD
SPECIAL BOARD MEETING FOLLOWED BY PLANNING COMMITTEE MEETING
MAY 6, 2013 - 7:30 PM
RONALD PROVARD EDUCATION CENTER

An Executive Session will be held prior to the meeting at 6:45 PM.

SPECIAL BOARD MEETING
M I N U T E S

(Approval May 20, 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 - Jennifer Clancy, William Kirk, Lynne Leopold-Sharp, Roger Miller, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Bradley Clark (Student Representative)

      Members Not Present - Emily Bates, John DeHaas
    3. Public Comment

      There was none at this time.
  2. Board President's Report - Ms. Leopold-Sharp
    1. The Board met in Executive Session on April 29, 2013 and prior to this evening's meeting for the purpose of discussing personnel issues.

        Ms. Leopold-Sharp reported above information.
  3. Superintendent's Report - Dr. Orban
    1. Request for Overnight Field Trip.  The administration recommends approval of the request for an overnight field trip for High School Quiz Bowl.  [Motion and Vote] 

      Motion, Schroeder, Second, Shaffer, and unanimously passed 7-0; above recommendation.
    2. York Academy Regional Charter School.  The administration recommends approval of the request received from York Academy Regional Charter School to the three chartering districts to end the current school year on Friday, June 14, completing 192 days of school rather than the 193 days as designated for the charter.  To fulfill the obligation for 193 days, it would be necessary to schedule school on Monday, June 17, as a make-up day.  [Discussion, Motion and Vote]

        Motion, Shaffer, Second, Clancy, and unanimously passed 7-0; above recommendation.
  4. Facilities Committee - Mr. DeHaas
    1. Roof Repair and Replacement.  The administration recommends approval of the roof repair and replacement procurement through the Association of Purchasing Agencies and the Keystone Purchasing Network under Contract #009A-W500-PA in the amount of $126,290  to wti.  Roofing work will be performed by Houck & Company with materials and supplies from TREMCO.  Buildings slated for repair work include East York Elementary School ($72,605) and York Suburban Middle School ($53,685).  Award is contingent upon review by the AEPA contract by the solicitor.  [Discussion, Motion and Vote]

        Dr. Orban highlighted above information.

      Motion, Kirk, Second, Sears; above recommendation.

      A discussion continued.  Points of the discussion included - contract does need to be reviewed by solicitor; revise language in motion to roof repair and restoration instead of roof repair and replacement.

      Motion, Kirk, Second, Sears; Revise motion to replace language to repair and restoration.  Roll Call Vote, all present, yes.  Motion carried 7-0

      Mrs. Clancy stated the district-wide replacement roofing discussion will take place in the future.

      Ms. Leopold-Sharp agreed.
    2. Finance Committee - Mr. Miller
      1. Audit Committee Report Fiscal Years Ending June 30, 2008, 2007, 2006 and 2005.  The Audit Committee has reviewed the administration's Corrective Action Plans and recommends the Board certify the adoption on the response as outlined in the provided Action Plans.  [Discussion, Motion and Vote]

        Mr. Miller highlighted above information and stated actions were taken and implemented.

        Motion, Miller, Second, Shaffer; above recommendation. 

        A discussion took place and it was stated everything has been corrected.

        Roll Call Vote, all present, yes. Motion carried 7-0.
  5. Public Comment

    There was none at this time.
  6. Adjournment
      
    Meeting adjourned at 7:43 PM.

PLANNING COMMITTEE MEETING
M I N U T E S

(pending approval on May 20, 2013)

  1. Call to Order - Ms. Leopold-Sharp

    Ms. Leopold-Sharp called the meeting to order at  7:43 PM.
  2. Board President's Report - Ms. Leopold-Sharp
    1. Third Quarter Committee Meeting Schedule

      Ms. Leopold-Sharp requested committee chairs identify dates for 3rd quarter committee meetings and share with administration.
  3. Superintendent's Report - Dr. Orban
    1. Differentiated Supervision Report - Dr. Merkle  

      Dr. Merkle provided information on Differentiated Supervision Plan and answered questions from board members throughout the presentation.  Action will be requested on May 20.

      An opportunity was provided for public comment.

      Ralph Felter, 1491 Turnberry Court - How does criteria relate to statistical outcome?

      Dr. Merkle responded the process will result in 50% in teacher observation and the other 50% will include scores, state assessments, individual scores of students, may include Professional Development Targets with regard to student performance in the classroom.

      Dr. Orban extended kudos to Dr. Merkle and administrators for this plan and stated the district is ahead of the curve.
    2. York County School of Technology, Superintendent of Record.  Dr. Orban reported she was asked to serve for a two year commitment to begin on July 1, 2013 in the above capacity and if there are no objections from the board, she will proceed.  No objections were voiced from board members.  She looks forward to this opportunity.
    3. Science Boot Camp to prepare high school students for Keystone Exams.  Dr. Orban reported an after school program was held and many students participated.  The teachers and students voluntarily had this program.  Dr. Orban shared photos of the large number of student participants.

      The board asked Dr. Orban to express thanks to the teachers for this opportunity for the students.

      Dr. Orban reponded that she would follow through with that request.
  4. Discussion Items
    1. 2013-14 Proposed General Operating Fund Budget Update - Ms. Leopold-Sharp

      Ms. Leopold-Sharp reported a question was raised at the last meeting about seeing additional opportunities for cost reductions in the 2013-14 budget and requested discussion.

      A discussion continued.  Points of the discussion included - continue to look for saving opportunities in the operational budget throughout the year, rather than waiting for the budget cycle, possibly set a goal with a percentage of the budget or possibly identify a goal of $500,000; it was agreed setting a goal would be helpful with the the savings going into the fund balance; $300,000 to $500,000 would be helpful with next year's projected deficit.

      Ms. Leopold-Sharp suggested this be part of the discussion later in the meeting for district goal setting.  District goals will be established after discussion later in meeting, on May 20 and June 17.  Decision will then be made if board or administration will be responsible for specific goals.

      Dr. Orban reported 2013-14 budget documents are available for review on the district website and also a copy is available in the business office prior to taking action on May 30.

      An opportunity was provided for public comment.  Thee was none at this time.
    2. Feasibility Study Timeline - Dr. Orban, Mr. Girling

      Dr. Orban highlighted above information.

      Ms. Leopold-Sharp asked the Facilities Committee members in attendance, then board members, if a presentation at the committee level or the board level is suggested?

      A discussion continued.  Points of the discussion were - a mixture of responses were stated.

      Ms. Leopold-Sharp concluded the discussion stating she will confer with Mr. DeHaas, Facilities Committee chair, since he is absent tonight.

      Dr. Orban reported the Room Utilization Study will be presented in  August.

      Dr. Orban reported the goal of the Feasibility Student is an overall assessment of our buildings, from length of life, HVAC and roof conditions, etc. to allow the board information with their long-range planning along with the Room Utilization Study.

      An opportunity was provided for public comment.  There was none at this time.
    3. Foreign Exchange Student 2013-14 Discussion - Dr. Orban
      1. The administration requests Noel Affolter from Switzerland through Rotary Youth Exchange as a foreign exchange student in 2013-14.

        Dr. Orban highlighted above information and action will be requested on May 20.

        An opportunity was for public comment.  There was none at this time.
    4. Review of Recommended Revised Policies - Dr. Orban
      1. Policy 209 - Health Examinations/Screenings

        Dr. Orban highlighted above information and stated policy was reviewed by solicitor.  The district must have proof that all students had a health examination by December 1 and an examination will be conducted at district cost for those not having an examination.
      2. Policy 217 - Graduation Requirements

        Dr. Orban highlighted above information and reported review will continue on this policy in the next six months.  The language was inserted for the Keystone Exams at this time.

        A discussion continued about safety education and four credits of English langugage not concurrently at YS.

        Dr. Maloney responded the consensus from the Academic Standards and Curriculum Committee was the safety education discussion will take place at the board level and information was provided about four years of English language with example of students attending college during their 12th grade year.

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

        Ms. Leopold-Sharp reported action will take place on these policies on May 20.
    5. Legislative - Resolution Discussion - Mrs. Clancy  
      1. Resolution on Pension Reform

        Mrs. Clancy highlighted above information.

        A discussion continued.  Points of the discussion included - the following information will be added to the resolution - resulting in increasing taxes and/or program cuts and actual budget figure for each year.
      2. Resolution Calling for Reform of Charter and Cyber Charter School Funding Formula

        Mrs. Clancy highlighted above information and it was suggested to include the actual budget figure to this resolution too.
      3. Resolution Calling for Increased State Funding for School Construction and Renovation Projects (PlanCon)
        1. Valley View Elementary School
        2. Yorkshire Elementary School

          Mrs. Clancy highlighted both resolutions.  It was suggested the amount that is owed and the amount already received be included in both resolutions.

          Action will be taken on May 20 for all resolutions.

          An opportunity was for public comment.

          David Darrah, YSEA President - commented on new hybrid pension system actually costing more for districts; in favor of charter school and cyber school reforms

          Mrs. Clancy asked board members about the removal of hybrid language in the pension resolution.

          A discussion continued.  Points of the discussion include - suggestion to review hybrid pension system information for accuracy and proceed accordingly; timeline is urgent for resolutions.
    6. Board Goals Review - Ms. Leopold-Sharp

      Ms. Leopold-Sharp reviewed each goal's current status.  A suggestion to have a status column for future reviews will be considered.

      An opportunity was provided for public comment.  There was none at this time.
    7. Development of 2013-14 District Goals Discussion - Ms. Leopold-Sharp

      Ms. Leopold-Sharp asked for suggestions from Dr. Orban and board members to start the conversation about developing 2013-14 District Goals.  The board will continue to discuss on May 20 and June 17.

      A discussion continued.  Points of the discussion included - aim to identify additional savings beyond the budgetary figures in the first six months of the budget cycle which would allow administration to see enrollment figures; have the District Goals determined prior to the Administrative Team's Retreat which is June 18 and morning of June 19; plan an orientation for any new board members; schedule a retreat, possibly in January, on an annual basis, with topic focus to vary depending if new members are elected or existing board members; academic refinement and substitute measures with which the district has control, set objectives to target internally - may be an interesting committee discussion, caution comparisons of class to class.

      Mr. Sears stated he would email his suggestions to the administration to include in the goal list.

      The discussion continued.  Points of the discussion included - analysis and assessment of feasibility study, PELS study, room utilization study; community engagement opportunity.

      Ms. Leopold-Sharp reported this discussion will develop the framework for discussion at next meeting on May 20.

      Mrs. Shaffer asked if one the comments made by the York City School District's Chief Recovery Officer at the last meeting was worthy of investigation or conversation to be included on the goal list - working with the county with some respect for a tax change.

      Ms. Leopold-Sharp asked if administration had any goals to include.

      Dr. Orban stated transitions and succession planning with several bargaining contracts coming due and taking careful approach and timing.

      An opportunity was provided for public comment.  There was none at this time.
    8. Appointment of Treasurer- Ms. Leopold-Sharp

      Ms. Leopold-Sharp asked if there were any recommendations for Treasurer.

      A unanimous  recommendation of Mr. Miller was expressed.

      Ms. Leopold-Sharp reported Mr. Miller will be elected on May 20.

      An opportunity was provided for public comment.  There was none at this time.
  5. Committee Reports 
    1. Academic Standards and Curriculum Committee Report - Mrs. Clancy
      1. The minutes of April 25 are provided.

        Mrs. Clancy reported above information.
      2. The next Academic Standards and Curriculum Committee meeting is scheduled June 11 at 3:45 PM. 

        Mrs. Clancy reported a new date and time will be announced for the June committee meeting at the next meeting.
    2. Communications Committee Report - Mrs. Schroeder
      1. The minutes of April 8 are provided. 

        Mrs. Schroeder reported above information and the committee reviewed the final draft of the  Annual Report at our meeting earlier this evening.
      2. Stock and Leader School Law Update

        Mrs. Schroeder reported Ms. Bates, Mrs. Shaffer, Dr. Orban and she attended the above meeting and information was provided to board members.  There are concerns with the number of changes to take place with regard to health insurance.  The law takes place July 1, 2014.

        Mr. Miller stated from a Finance Committee meeting, the representative from Conrad Siegel will be a good resource and they do auditing on Lincoln Benefit Trust.
    3. Facilities Committee Report - Mr. DeHaas 
      1. The minutes of March 27 and April 24 are provided.  

          Mr. Sears reported above information.
      2. The next Facilities Committee meeting is scheduled June 10 at 5:30 PM. 

          Mr. Sears reported above information.
    4. Finance Committee Report - Mr. Miller
      1. The minutes of April 3 are provided.

        Mr. Miller reported above information.
      2. First Church of Christ, Scientist Real Estate Tax Exception

        Mr. Miller highlighted above information.  The Finance Committee recommends approval on May 20.

        Dr. Orban will get clarification on the specific dollar amount and action will be taken on May 20.
      3. Market Street Sports Agreement

        Mr. Miller reported following coversation with Mr. Younkin and Market Street Sports and due to the failure of soliciting sponsors for the district, the Finance Committee recommends termination of the agreement with Market Street Sports.  There is one more year on the agreement.  Action will be taken on May 20.
      4. 2013-14 Final Food Service Fund Budget

        Mr.  Miller highlighted above information.
      5. The next Finance Committee meeting is scheduled June 12 at 5:00 PM.

        Mr. Miller highlighted above information.
    5. Legislative Policy Committee - Mrs. Clancy

        No report
    6. Personnel Committee Report - Mrs. Shaffer
      1. The minutes of May 2 are provided.

        Mrs. Shaffer reported above information and that a Fireside Chat with the administration and YSEA representatives was held on April 25 with Mr. DeHaas, Mr. Miller, Ms. Leopold-Sharp and self attending.  There are no future meetings scheduled at this time.  For the next meeting, Mrs. Clancy and Mr. Sears will be attending on the board member rotation cycle.
    7. Planning Committee Report - Mr. Kirk
      1. The next Planning Committee meeting is combined with the Regular Monthly Meeting on June 17 at 7:30 PM.

          Mr. Kirk reported above information.
    8. Policy Review Committee Report - Ms. Bates
      1. The minutes of April 30 are provided.

        Mrs. Schroeder reported above information.
      2. The next Policy Review Committee meeting is scheduled May 13 at 3:45 PM. 

          Mrs. Schroeder reported above information.
  6. Comments and/or Questions from the Public

    An opportunity was provided for any comments.  There was none at this time.
  7. Adjournment

      Meeting adjourned 9:34 PM.


AN EXECUTIVE SESSION WILL BE HELD IMMEDIATELY FOLLOWING THE MEETING.
 
There was an executive session 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.