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YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
OCTOBER 7, 2013 - 7:30 PM
INDIAN ROCK ELEMENTARY SCHOOL - ALL-PURPOSE ROOM

M I N U T E S
(approved Octobeer 21, 2013)


  1. General Business
    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, Alison Liu (Student Representative)
  2. Business Office Report - Ms. Mason
    1.  Assignment of Fund Balance for 2012-13.

      Ms. Mason reported for the 2012-13 Audit the assignment of the fund balance in the amount of $479,000 was set aside for stabilization. The Audit will be presented to Finance Committee at the October 30 meeting. This amount is made up with $150,000 from what was to be used for fund balance from 2011-12 to balance the 2012-13 budget and $329,000 for the sale of Memorial Hospital to a private company and resulted in extra revenue to the District through Realty Transfer Tax.

      Mr. Miller reported according to school board policy, this is a decision that administration has authority to do and no Board vote is necessary. Information was available at the Finance Committee meeting.
  3. Student Representative Report - Miss Liu

    Miss Liu reported Homecoming was a big success! The dance was well attended and students were cooperative with the dance policy. The high school band participated and did well in a band competition. At the Teddy Bear Parade at Valley View Elementary School, the band interacted with the students. The YS Quiz Bowl Team will be participating in the Brain Buster Bash later this week.
  4. Discussion Items
    1. Elementary Facilities Discussion - Ms. Leopold-Sharp

      Murphy & Dittenhafer District-Wide Facilities Study
      Elementary Room Utilization Study Summary Report
      Tremco Roofing Report
      Student Enrollment Report
      Policy No. 126 - Class Size Guidelines

      Ms. Leopold-Sharp reported that periodically School Boards need to do a review of facilities from many different areas. A Roof Study, District-Wide Facilities Feasibility Study and March 2013 PA Economy League (PELS) Student Enrollment Projection were completed. The Administration completed an Elementary Room Utilization Study in August. The Board is reviewing all these studies. There will be an update at hopefully the November Planning Committee meeting from PELS on the student enrollment report.

      Dr. Orban reviewed a student enrollment report and stated the official October 1 student enrollment is being calculated at this time. Following the Administration's review of the Feasibility Study, the following conclusions have been made - updating the science classrooms at the high school is a priority; the Family and Consumer Science department updates are not a priority;  the middle school kitchen has some safety issues with noxious gas fumes in the dish washing room and should be a priority and could possibly be a costly venture; at the elementary level, disagreement with the study's recommendation for consolidation of an elementary building that it would be necessary to add 14 classrooms at East York Elementary School. In the Room Utilization Report presented in August, other options exist and may include adjusting class sizes, reducing/modifying education programs and  looking at scheduling. Yorkshire Elementary School was designed to use its open space for classrooms if necessary. There are a number of solutions if consolidation was deemed necessary. Other cautions include the Mt. Rose exit project and the need for extra buses would be significant and would require longer bus rides which the result may be unhappy parents and students. Moving to three buildings could also be accomplished in several ways with different grade configurations and reviewing class size guidelines policy. An expanded report with this information will be available on the website in the future.

      A discussion continued. Points of the discussion were - testing was done in the middle school dish washing room which is a small room, the gas-fired dishwasher's fumes do go out the exhaust fan but when an auxiliary fan is set up due to drying conditions, the venilation is poor; for the high school science wing minor plumbing repairs were done during the last renovation in 1998-99 but not much was done since the 1960s; what would happen if the YWCA program was not in the building?

      Dr. Orban replied the Administration can get that information for the Board. On the examples in the Elementary Room Utilization Study, there would no education impact for students with Examples 1, 2 and 3, Example 4 would not have much impact on students and Example 5 would have impact on students with class size adjustment.

      The discussion continued. Points of the discussion were - the high school science wing could be  included on the capital projects list that is being prepared, no estimate for cost is available at this time; the capital projects will be presented to the Facilities Committee in November; several years ago, an architect looked at the middle school cafeteria and depending on the direction taken, the estimated price was $1 million, the middle school has the smallest kitchen in the District, moving the cafeteria and serving area would be costly.

      Mr. Sears stated that his suggestion is not to ask the administration to spend a lot of extra time researching information but only an academic exercise for continued discussion with the Board.

      Mrs. Schroeder stated that she would like to know other options looking down the road. She is against closing an elementary school on this side of town. What can be done to save Indian Rock Elementary School (IRES)?

      Mrs. Clancy stated that she is absolutely opposed to shutting down IRES. Having no building on this side of town is a nightmare. Request options to not close IRES. It would be okay for an increase in class size. IRES should not be a target for  closure because of roofwork. Suggest the Administration review other ways to not close a building.

      Ms. Bates stated there is no established recommendation to close IRES. Roof repairs are needed but that is not a reason to close a building.

      Mr. Sears stated we are here because of budget deficits, not only the roof. Fixing the serious leaks is an option, putting on a new roof that will last for 25 years is definitely making a statement. The debt service would increase. We have no surplus and looking down the road with five or six figure deficits, something must be done.

      Mrs. Clancy stated that a starting point could be class size adjustment. The outright closing a building is not an option.

      Mr. Sears stated that it seems we pick our favorite things, the pool or IRES and dig in our heels for no change.

      Mr. Kirk suggested a look back as to how we got to this discussion. The only reason we would analyze school consolidation is to balance the budget. Any good organization or Board of Directors will look at all options available to make best decision for District. No one has a desire to cut programs, increase class sizes or close a school. Cuts need to be made to balance the budget. We have to say yes to something. It is not true that a faction wants to close an elementary buidling, we want to gather information to make best decision for the District.

      Ms. Leopold-Sharp shared that this is an unusual time in this District. I am in support of fact based decision making. The District has a new Director of Finance and Support Services that will be preparing a new budget. I do not want to close a building. The District needs to look at a full range of options to meet the financial challenges it faces. The School Code demands a balanced budget. It is important to have this conversation.

      Ms. Shaffer stated agreement with Ms. Lepold-Sharp's comments. I am looking for more information from the Administration, the educators, based on their expertise and their background.

      Ms. Bates stated the District has a budget, it needs to be balanced and we need that before we can move forward.

      An opportunity was provided for public comment.

      Sarah Reinecker, 1101 Farquhar Drive - many studies have been completed, the community is ready to hear from the Board an analysis of the professional studies and the educators' recommendation, I do not want to close IRES

      Ellen Freireich, 2805 Lehigh Rd - as budget discussions are soon to start, I am interested in hearing recommendations from Board and Administrators that are based on the completed studies, recommendations from educators and the comments received from the community

      Dave Darrah, York Suburban Education Association President - a lot of numbers were mentioned in the discussion tonight, we need to attach faces to the numbers, we currently face different needs in the classrooms from students who are hungry, parents are in prison, some students that are cutting - there is more to the story than just numbers, student demographics and needs are important too

      A discussion continued. Points of the discussion were - the studies give a base point, Mr. Darrah made some important comments, any time consolidation is considered it will be a difficult  and messy decision, there are lots of questions and data points that are still needed to make a decision, what are additional transportation costs?, how much additional time will be spent on a bus by students?, does IRES have marketability?, can the building be leased?, what are costs to maintain or close building?, opinions are important from educators, public hearings must be held prior to any formal action by the Board; IRES would require a roof whether building is closed or leased.

      Ms. Leopold-Sharp concluded the discussion stating the Board takes the education of students very seriously in the District. Detailed analysis will take place before any decision is made.
    2. Policies - Ms. Bates
      1. Policy No. 121.2 - Foreign Travel. The Policy Review Committee recommends Policy No. 121.2 - Foreign Travel be deleted. All overnight field trips during the year will be covered under Policy No. 121.1 - School-Sponsored Overnight Field Trips.

        Ms. Bates reviewed above information. This recommendation will be acted upon at the October 21 meeting.
      2. Policy No. 248 - Unlawful Harassment

        Ms. Bates reviewed above policy and policy will be on the agenda for October 21.
      3. Policy No. 701 - Naming Rights for School District Facilities

        Ms. Bates reviewed above new policy.

        A discussion continued. Points of the discussion included - amount of time someone is removed from active involvement with District; holding a public office; cannot support this policy; commercial sponsors are permitted in one of our policies; several requests for naming have been received in last several years and it is a wise time to have a policy for framework to make decisions; policy was not reviewed by counsel yet; if someone has enough money, something could be named immediately; policy is not needed and the Board does not need to get involved with who is worthy or not worthy, this is misuse of Board time when there are more critical issues to discuss.

        Ms. Bates concluded discussion stating the policy will be up for a vote at the October 21 meeting.
      4. Policy No. 702 - Gifts, Grants, Donations 

        Ms. Bates reviewed above policy. One correction is under Authority section 2.2. all hidden costs will be disclosed.

        A discussion continued. Points of the discussion included - items donated to the district such as swimming equipment, backpacks, etc. will be recorded on a form listed in the Administrative Regulations that are currently being worked on at this time to keep a good track of donations and the Board will be kept informed.

        This policy will be on the October 21 meeting agenda for action.

        An opportunity was provided for public comment.

        Kimberly Stambaugh, 701 Hoffman Road - commented on the naming policy discussion points made and finds it interesting that naming is considered for something that may not be there much longer

        Mr. DeHaas commented about misinformation about the pool. Improvements have improved the life cycle and asked Mr. Girling for summary.

        Mr. Girling commented structural work under the pool and the HVAC repairs have provided an additional 10+ years in the life cycle of the pool and regular maintenance costs can be anticipated.
  5. Committee Reports
    1. Academic Standards and Curriculum Committee - Mrs. Clancy
      1. The next meeting is scheduled October 16 at 3:45 PM.

        Mrs. Clancy reported PA Department of Education recently released the School Performance Profile (SPP) and  congratulated the administrators and staff on the results. Dr. Maloney will provide an overview of the SPP at the October 21 board meeting.
    2. Communications Committee - Mrs. Schroeder
      1. The minutes of September 9 are provided.

        Mrs. Schroeder reported above.
      2. The next meeting is scheduled November 4 at 6:30 PM at East York Elementary School.

        Mrs. Schroeder reported above.
    3. Facilities Committee - Mr. DeHaas
      1. The minutes of August 28 are provided.

        Mr. DeHaas reported above.
      2. Capital Plan Projects for Upcoming Summer - Mr. DeHaas

        Mr. DeHaas reviewed above information. The Administration is looking at the January/February timeframe to get quotes lined up for the summer projects.

        A discussion continued. Points of the discussion were - safety and security at entries are needed at several buildings and the building order can be re-arranged.

        An oppotunity was provided for public comment.

        Kimberly Stambaugh, 701 Hoffman Road - suggestion of School Guardian computer system that scans a driver license for guests that visit a building and immediate information is available, it is a high-tech way to keep students safe.
      3. The next Facilities Committee meeting is scheduled October 23 at 5:30 PM.

        Mr. DeHaas reported above.
    4. Finance Committee - Mr. Miller
      1. The minutes of September 4 are provided.

        Mr. Miller reported above.
      2. Durham School Services - Mr. Miller
        The current contract with Durham School Services is in effect through June 30, 2014. The Finance Committee recommends the Administration pursue a three year extension of the current contract.

        Mr. Miller reported above and asked Ms. Mason to provide additional information.

        Ms. Mason reported the contract with Durham School Services for transportation is up in 2014. This contract was negotiated with Central York SD, West York SD and YSSD. West York SD has come to an agreement and Central York SD is currently working on new contract. We have contacted Durham and a three year extension is being offered, with 1.75% and 2% increase for the last two years. We have been paying 2.5% increase. Discussion took place at Finance Committee about doing a RFP, bid, etc. and due to lack of other vendors available, a suggestion was made for the extension. In two years, the District will look at doing a full RFP prior to the expiration of the extension and consider combining services with other districts to bring costs down. West York SD is getting same percentage that was mentioned and Central York SD is finalizing their percentage at this time.

        Dr. Orban stated that Durham is taking an active role with PennDOT and reviewing transportation during the Mt. Rose exit work project.

        Ms. Mason stated current age of equipment was reviewed and average age of equipment is 2.5 years old. An ongoing process is to work with neighboring districts for combining services to save costs which could include having a common leave point for students going outside of the District.

        An opportunity was provided for public comment.

        Kimberly Stambaugh, 701 Hoffman Road - ability for families with IU students would be limited to get to a common leave point

        Ms. Leopold-Sharp replied that an example of common leave point being reviewed is Dallastown SD moving non-public students to Queensgate and buses move out from there.
      3. The next Finance Committee meeting is scheduled on October 30 at 5:00 PM.

          Mr. Miller reported above.
    5. Legislative Policy Committee - Mrs. Clancy

      Mrs. Clancy reported that House Bill 618 - Charter School Reform passed the House and goes to the Senate. Mr. Sears and myself will attend the October 15 legislative meeting as voting delegates. The Cabinet and Board have scheduled a Meet and Greet with State Representative Kevin Schreiber on December 16 prior to our regular monthly meeting.
    6. Personnel Committee - Ms. Shaffer
      1. The next Personnel Committee meeting is scheduled October 24 at 4:00 PM.

        Ms. Shaffer reported above.
    7. Planning Committee - Mr. Kirk
      1. The next Planning Committee meeting is scheduled November 4 at 7:30 PM at East York Elementary School.

        Mr. Kirk reported above.
    8. Policy Review Committee Report - Ms. Bates
      1. The minutes of September 17 and October 1 are provided.

        Ms. Bates reported above.
      2. The next Policy Review Committee meeting is scheduled October 15 at 3:45 PM.

        Ms. Bates reported above.
  6. Public Comment

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

    Meeting adjourned at 9:05 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.