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YORK SUBURBAN SCHOOL BOARD
REGULAR MONTHLY MEETING
FEBRUARY 24, 2014- 7:30 PM
RONALD H. PROVARD EDUCATION CENTER

M I N U T E S
(approved on March 17, 2014)
  1. General Business 
    1. Call to Order - Mr. Miller 
      1. Pledge of Allegiance to the Flag

        Mr. Miller called the meeting to order with the Pledge of Allegiance to the Flag.
      2. Roll Call  

        Members Present - Emily Bates, Jennifer Clancy, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, John Posenau, Lois Ann Schroeder, Joel Sears, Cathy Shaffer, Alison Liu (Student Representative)
      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 Monthly Meeting of  January 27, 2014, the Planning Committee Meeting of February 10, 2014.  [Public Comment; Approve as submitted/corrected] 

        Motion, Freireich, Second, Posenau, and unanimously passed 9-0; Approval of Minutes as submitted.
  2. Treasurer's Report - Mrs. Clancy  [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, the chair moves approval of the below-mentioned items; Public Comment; Roll Call Vote]    

    Motion, Clancy, Second,Leopold-Sharp; Approval of the Treasurer's Report. Roll Call Vote, all present, yes. Motion carried 9-0.
    1. Approval of Treasurer's Report as of January 31, 2014 [File for audit]
      1. Treasurer's Report
      2. General Fund Revenue Report (Revenue accounts are budgeted with negative values)
      3. General Fund Expenditures Report (Expenditure accounts are budgeted with positive values)
      4. Other Funds Reports 
      5. Check Summary Report 
    2. Fund Account Reports showing balance as of January 31, 2014
      1. General Fund - $22,614,398.18
      2. Food Service Fund - $219,251.32
      3. Capital Reserve Fund - $123,529.78
      4. Capital Projects Fund-Bond Series of 2006 & 2007 - $629,200.57
    3. Payment of Bills
      1. General Fund-2012-13 - $1,323,745.86
      2. Food Service Fund - $79,387.29
      3. Capital Reserve Fund - $0
      4. Capital Projects Fund-Bond Series of 2006 & 2007 - $0
  3. Board President's Report - Mr. Miller
    1. Executive Session.  The Board met in Executive Session on January 27, 2014 following the Regular Monthly Meeting and on February 10, 2014 prior to and following the Special Meeting and Planning Committee Meeting for the purpose of discussing personnel and/or legal issues.

      Mr. Miller reported above.
  4. Superintendent's Report - Dr. Merkle
    1. Student Enrollment Report  

      Dr. Merkle reported above.
    2. Weather Disruptions  

      Dr. Merkle reported that nine days were missed due to the weather this year and one was a scheduled make-up day. A Hot Topics section has been created on the website, at the request of the Communications Committee, to share important information such as updated school calendar, updated test schedule and how decisions are made on inclement weather days. The administration has heard many favorable comments about this addition to the website. The last day for students is June 6 and the staff is in during the following week on June 9 and 10.
    3. District School Performance Profile (SPP) Score  

      Dr. Merkle reported the District SPP Score is a new concept from the state. Administrators and teachers were not aware of this concept that was rolled out with the Governor's state budget. There is some money attached to district score of 95.9. Congratulations to the staff and administrators for this accomplishment!

      A discussion continued. Points of the discussion were - the grant money will be available at a date to be set by the state; the district score has not been placed on the district website because the administration thought it may be confusing to viewers because it is not an average of building scores, the formula includes weighted factors on the secondary level. 
    4. Public Academic Standards and Curriculum Committee Report. The discussion of changes to the high school courses will take place at the March Planning Committee meeting.

      Dr. Merkle reported on the public meeting held last week where teachers and administrators provided tremendous presentations with lots of information. The teachers have learned a great deal through professional development and their principals. With Dr. Maloney's leadership, the district has work to do but we are well on our way to a successful transition. The discussion of high school courses and changes will take place at the March 3 Planning Committee meeting.

      Mr. Sears congratulated Dr. Maloney for the excellent information presented at the annual meeting.
    5. Change in Spring Testing Schedule  

      Dr. Merkle reviewed above. Due to the challenging winter weather, the state has allowed districts to move the test dates to allow more instructional time prior to testing. 

      A discussion continued. Points of the discussion included - PA Department of Education has permitted the use of instructional hours instead of days for seniors.

      Dr. Merkle commented that some districts are having seniors stay 15 minutes at the end of the day for this purpose but the administration does not see the value if instructional time is not part of this time. It would be necessary to go to the Association for any change to the schedule. 
  5. Business Office Report - Ms. Mason
    1. Food Service
      1. Dining Review Report for January
      2. Sales Report   

        Ms. Mason introduced Helen Heidler, Whitson's new Food Service Director for the district.

        Mrs. Heidler higlighted the dining review report for January.

        Ms. Mason reviewed the sales report. 
    2. 2014-15 Budget Update  

      Ms. Mason provided an update on the state budget and additional information on the Ready to Learn Grant - it is a district school performance four tiered grant. YSSD is in the top tier and money can be used K-12. A caution is that this is one time money. Some colleagues are suggesting going back to their district's representatives and refusing the money because it is grant money versus basic education money that would come back next year. The district is eligible for two other competitive grants and they are for one year as well. Additional information on special education money was available and the district may experience a 1.5% increase. The Basic Education formula is another hot topic and it is the administration's understanding a commission will be appointed after the vote on the 2014-15 budget and will follow
      the same schedule the Special Education Funding Commission did with roll out of the formula in November. There is no change in federal education money.                       
    3. The administration recommends the Board approve engaging the services of Terry Dunkin to prepare an appraisal report of the Memorial Hospital property of a fee not to exceed $10,000. [Motion; Discussion; Public Comment; Roll Call Vote]

      Motion, Bates, Second, Freireich; Approval of above. Roll Call Vote, all present, yes. Motion carried 9-0.                                                                                                                                                             
    4. The administration recommends the Board approve a consultant contract with ProBuyers, LLC in the amount of $18,500. This is for assisting the district with improving the technical, financial and service aspects of our current copier/printer programs. [Motion; Discussion; Public Comment; Roll Call Vote]

      Motion, Schroeder, Second, Bates; Approval of above. 

      A discussion continued. Points of the discussion included - approximate total annual copier budget is $300,000; estimate of savings over five years is $150,000 or $30,000 per year; district has not had a contract like this previously; seems a little pricey, missed this at Planning Committee meeting discussion; is $30,000 savings per year a written guarantee?; where will $18,500 come out of budget?

      Ms. Mason replied that this conversation started in the fall as to different ways to get a copier contract. ProBuyers works with the district, performs on-site talks with users to access the needs and efficiencies, writes the specifications for bids, prepares and completes bid work. The timeline is to start on March 7, awarding bids on May 24 and have machines in place by July 1. The $30,000 savings per year will be structured through the bid specification. The $18,500 will come out of the finance department budget and is a one time fee.

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

      Roll Call Vote, all present, yes. Motion carried 9-0. 
  6. Student Board Representative Report - Miss Liu

    Ms. Liu reported February is a busy month at the high school. The PMEA Band Festival was held and the students represented the district well. Crash week for the musical starts this week and includes a very intensive practice schedule. The Quiz Bowl team will compete in another Brain Busters competition on Wednesday and will be aired in March. The students are looking forward to Thon that is scheduled for Friday from 10PM to 6AM. So far, 70% of the $10,000 goal has been collected through the donor drive, to raise funds for pediatric cancer awareness.
  7. Committee Reports
    1. Committee Meeting Schedule  
    2. Communications Committee - Mrs. Schroeder
      1. The minutes of February 10 are provided. 

        Mrs. Schroeder reported above and shared that an Annual Report will be distributed similar to last year with the tax bills in the summer. We want to get feedback from the public, rather than try a different concept. The committee thought it wise to try this method for a few years. No differing thoughts were shared by Board members.
      2. The Activities and Communication Reports are provided. 

        Mrs. Schroeder reported above.
    3. Facilities Committee - Mrs. Freireich
      1. The minutes of January 22 are provided. 

        Mrs. Freireich reported above.
      2. Weather Related Concerns  

        Mrs. Frieriech reported that last week's comittee meeting discussion took place on various weather related concerns such as roof issues, parking lots, motors, snow removal equipment, sprinkler systems at Valley View and cold classrooms. Thanks to Barry and the Facilities Department for dealing with this trying winter season.
      3. Project Planning  

        Mrs. Freireich reported that there is a list of 75 potential projects in the district that is constantly changing due to priority. She reviewed the summer project list. The committe would like to begin discussion for larger projects at the March 3 Planning Committee meeting.

        Mr. Miller agreed that discussion will begin at the March 3 Planning Committe meeting and it may be necessary to schedule a special meeting to continue this discussion. As Mr. Phillips shared with the Finance Committee previously, the district may be able to wrap a bond around the current debt to have funds available for projects.

        Mrs. Freireich spoke on behalf of the committee members that they are committed to working one  year in advance and start planning for the summer 2015 projects in order to be ready when that summer arrives. 
    4. Personnel Committee Report - Ms. Shaffer
      1. Based on the recommendation of the administration, the Personnel Committee recommends the elimination of the position of Facilities Secretary/Community Education Coordinator effective June 30, 2014. [Motion; Discussion; Public Comment; Roll Call Vote] 

        Motion, Shaffer, Second, Leopold-Sharp; Approval of above.

        Dr. Merkle replied to a Board member's question that administration plans to transfer a secretary to serve as receptionist and provide clerical needs to the Facilities Department and that  the community education tasks, especially the ones to do with athletics, will be directed  to the high school athletics office.

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

        Roll Call Vote, all present, yes. Motion carried 9-0. 
      2. [Consent Agenda:  You have before you the Personnel Report which includes a retirement, employment, additional substitute teachers and additional guest teachers. 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; Public Comment; Roll Call Vote]  

        Motion, Shaffer, Second, Bates; Approval of consent agenda items and addendum items of Personnel Committee Report.

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

        Roll Call Vote, all present, yes. Motion carried 9-0.

        Dr. Merkle shared that Kay Matthews has been a teacher leader and will be missed very much by the the entire community leader. 
        1. Retirements
          1. Recommend Board approval of the retirement of Kay Matthews, second grade teacher at Yorkshire Elementary, effective at the end of the 2013-2014 school year.  Mrs. Matthews is retiring after having served 28 years in education, all with York Suburban School District. 
        2. Employment
          1. Recommend the employment of Kara Fox as a long term substitute science teacher for Catherine Braun at the high school effective February 20, 2014 through May 20, 2014 at the salary of $49,900 (Prorated based on Step 1 of the Bachelor’s Degree Schedule). 
          2. Recommend the employment of Theresa Witkowski as a substitute secretary for the Facilities Office starting March 31, 2014 through May 30, 2014 at the hourly rate of $9.55. 
        3. Additional Substitute Teachers for 2013-2014                   

          Teresa

          Bollis

          Brittany

          Fishel

          Kelsey

          Holden

          Emily

          Kohlbus

          Ellen Lippy

          Morgan

          Oberlander

          Angela

          Tsoukalos

          Jennifer

          Wivell

          Lauren

          Zortman

           

        4. Additional Guest Teachers for 2013-2014

          Betsy

          Dunkel

          Kathleen

          Hall

           

      3. A Fireside Chat was held on February 11, 2014.

         Ms. Shaffer reported above.

    5. Policy Review Committee - Ms. Bates
      1. The minutes of February 4 are provided. 

        Ms. Bates reported above.
      2. Revised Policies [Motion; Discussion; Public Comment; Roll Call Vote]
        1. No. 800 - Records Retention
        2. No. 000 - Board Policy/Procedure/Administrative Regulations
        3. No. 001 - Name and Classification
        4. No. 002 - Authority and Powers
        5. No. 003 - Functions
        6. No. 004 - Membership
        7. No. 004.1 - Student Board Representatives
        8. Elimination of No. 004.2 - Conflicts of Interest/Anti-Influence - Board Member and Attachment 
        9. Elimination of No. 004.3 - Conflicts of Interest/Anti-Inluence - Superintendent  

          Motion, Bates, Second, Clancy;  Approval of above. 

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

          Roll Call Vote, all present, yes. Motion carried 9-0.
    6. Additional Committee Reports  

      Ms. Leopold-Sharp reported Finance Committee is scheduled on Wednesday at 4:30 PM.
  8. Lincoln Intermediate Unit Board Report - Mr. Sears 
    1. The LIU Board "...by Dawn's Early Light" Report of February 4 is provided. 

      Mr. Sears highlighted above.
  9. York Adams Academy Report - Mrs. Freireich

    Mrs. Freireich reported that a meeting was held on January 28 and she will be serving as President of the Board. The calendar for students has been extended for evening sessions until June 23 due to snow. The district has 12 students enrolled.
  10. York Area Tax Bureau Report - Ms. Mason

    No report
  11. York County School of Technology - Mrs. Schroeder

    Mrs. Schroeder reported a meeting is scheduled on Thursday.
  12. Recognition of Visitors  

    Mr. Miller reported following recommendation at Retreat, the Board will start working on the Board Charter at the March 3 Planning Committee meeting.
  13. Public Comment  

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

    Meeting adjourned at 8:18.

An Executive Session was held following the meeeting.


ADDENDUM

 

TO:                 Members of the York Suburban School Board

FROM:            Michele A. Merkle, Ed.D, Acting Superintendent

DATE:             February 24, 2014

SUBJECT:      Addendum to the Agenda for the Board Meeting of February 24, 2014 

 

VII.   Committee Reports

         D.  Personnel Committee Report 
– Ms. Shaffer

 

              2.  Consent Agenda

 

                     e:  Leave of Absence

 
                           i.  
Recommend Board approval of the request of Catherine Braun, science teacher at the high school, for an unpaid leave of absence starting on or about May 21, 2014 through the end of the 2013-2014 school year.


                     b.  Employment

                           iii.  
Recommend extension of the employment of Kara Fox as a long term substitute science teacher for Catherine Braun at the high school through the end of the 2013-2014 school year.

 

     

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.