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YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
MAY 5, 2014 - 7:30 PM
RONALD PROVARD EDUCATION CENTER
 

M I N U T E S
(approved on May 27, 2014)


  1. General Business

    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) 
  2. Board President's Report - Mr. Miller
    1. Executive Session. The Board met in Executive Session on April 22, 2014 following the Regular Monthly Meeting for the purpose of discussing personnel and/or legal issues.

      Mr. Miller reported above information.
    2. Appointment of Treasurer on May 27.    

      Mr. Miller reported that Mrs. Clancy is willing to be Treasurer for another year and voting will take place on May 27.

      YORK ACADEMY REGIONAL CHARTER SCHOOL

      Mr. Miller reported correspondence was received from the above school informing the district that their charter will expire in 2016 and asked what information was requested for the district to make a decision about reauthorizing the charter. The administration will provide a recommendation to the Board at a future date.
       
  3. Superintendent's Report - Dr. Merkle
    1. German IV Class Holocaust Museum Trip.  Mrs. Falatovich, Liam Ridings 

      Dr. Ellis reported that Mrs. Falatovich was unable to join us this evening due to being involved in heavy traffic. Liam Ridings, a student in German IV class, presented information to the Board about a grant received from Dr. Ben Slotznick of the Central PA Holocaust Educational Foundation for Enhancing Communities for funding the Holocaust Museum trip for students. It was a very meaningful and powerful experience seeing artifacts and exhibits that provided an eye opening view.

      Mrs. Falatovich arrived following the presentation and shared this information later during the meeting. This trip is one of the most moving things that students have the opportunity to experience. We are very thankful for getting this grant for 10 years to provide this opportunity for students to travel to the Holocaust Museum in Washington. This experience has really made a difference with this year's group. Liam took the initiative to volunteer to present information at this evening's meeting and prepared his sharing by interviewing his classmates to gain their insignts to their experiences. Once you see these things with your own eyes, it really has an impact. This exerience has changed some students' lives by awareness and treatment of and bullying with classmates.

      Dr. Merkle thanked Frau for the initiative to apply for this grant to allow this opportunity for students and asked for contact information so that district could send a letter.
    2. SMART Exemplary Educator.  Mr. Kevin Willson, Business and Computer Teacher, is one of 76 SMART Exemplary Educators worldwide who has been selected to attend the Global SMART Exemplary Educator Summit in Calgary, Alberta this summer.

      Dr. Merkle reported that Mr. Willson is in attendance this evening and has been selected for the above educational opportunity. This will benefit Mr. Willson and also when he returns he will teach teachers things that he has learned and experienced.

      Mr. Willson shared this is a global summit that SMART hosts and teachers from all over the world will be involved. Teachers plan to collaborate together and continue collaboration following Summit once they return to their home districts. 
    3. Assessment Monitoring Report.  Monitors from the PA Department of Education visited Indian Rock Elementary on April 8 during the administration of the PSSA Writing Assessments. We received the follow up report with a perfect score.

      Dr. Merkle reported above and shared a lot of credit goes to Dr. Maloney, Dr. Gulley and all the teachers for this excellent report. This would be true at all of our buildings. The monitoring is random and an unannounced visit. On a previous year's visit, monitors were actually in the classrooms with students during the testing which proved to be distracting. That distraction did not occur this time as the monitors met with teachers to review protocols, etc. at the end of the school day.
    4. Proposed District Goals for 2014-15.  

      Dr. Merkle provided an overview of above as well as the stepping stones Goals Model. Measurability of each goal will be added by creating action steps and benchmarks at the Administrative Retreat in June, if the Board approves the goals on May 27.  

      A discussion continued. Points of the discussion included - objectives within the goal will be reported in action steps for measurability; the cabinet started the conversation with goals and much of the work was done with administrators in brainstorming, drafting, and recommending changes during the process; guided data analysis is a formal protocol and teachers do understand that process; goal 1 does require hundreds of hours to look at data and work through this process, a lot of detail is necessary; a Board member noted that there are under-serviced students referenced in goals, and asked, are there over-serviced students? - there are many services available for students and some do not take advantage of services available; stronger language will be added to goal 3 with recommendations for actions.

      Dr. Merkle shared that as administration continues work on these goals at Administrative Retreat that administrators are hired to be the experts in education with the educational background to move the organization forward. As the Board challenges the thinking of the Administrators, there are not a different set of goals like previous years, Board goals and administrative goals. The Board goals would be interaction with each other and with the Superintendent.

      Mr. Miller concluded the discussion stating the Board goals will be operational. The Board will review and approve the district goals.
    5. Mid-Day Transportation Discussion  

      Dr. Merkle reported the district has been anxiously waiting Durham's reply to reinstate mid-day transportation. This would not necessarily need a Board vote. The recommendation is to reinstate mid-day transportation for 2014-15 and immediately start with communication to parents. The cost is $28,200 and Ms. Mason worked hard over the weekend to allocate funds to allow this for next year. It would not be fair to change this each year and the administration would like to make a commitment to provide mid-day transportation for next school year and beyond.

      A discussion took place. Points of the discussion were - compliments extended to administration for working on this to make this happen; looking forward to get this information out to the community; this is a great service to provide to the families.

      Dr. Merkle concluded the discussion stating kindergarten registration is slow right now and additional registration is scheduled this week. Dr. Ketterman and Dr. Stoltz have shared their many ideas how to get information out to families that have registered and those that did not register to date and also the daycares. Since this was an administrative recommendation several years back, Board approval is not necessary and we can begin to communicate this change for next year tomorrow.

      Mr. Miller reported the Board is glad that we can reinstate mid-day transportation for kindergarten students and also that it will not be a cutting item in the future.

      An opportunity was provided for public comment. There was none at this time.
  4. Business Office Report - Ms. Mason
    1. Informational Items
      1. Project Planning Lists Recommendations  

        Ms. Mason reviewed above. These lists are coming back from information shared at a March meeting.

        A discussion continued on capital projects list. Points of the discussion were - different estimates were received for high school greenhouse project with one including renovation of the science wing; Mr. Ken Phillips will attend the June 16 meeting to review financial options; $3.2 million is total for the top ten prioritized projects; as the Board reviews long term commitments and expenditures it would be helpful to have estimated prices for all projects, some needing to be listed as a range depending on the decision as to how to proceed.

        A discussion took place on the general fund list. Points of the discussion were - first two projects should be completed with next year's budget; ADA accommodation projects are in both capital and general lists due to the nature, scope and cost of some of the projects; the administration will continue to revise the lists accordingly.

        Dr. Merkle reported the recommendation from the Board was to set-up these lists and this will assist the administration going forward.  
      2. Donation received from Prince Athletic Association in the amount of $2,000. 

        Ms. Mason reported above and will be used for four $500 scholarships for students.
    2. Items being recommended for approval on May 27
      1. Adoption of Final Budget 2014-15    
      2. Homestead and Farmstead Resolution 2014-15

        Ms. Mason reported the resolutions for next year's budget and homestead/farmstead monies will be available for action on May 27.

        A discussion took place. Points of the discussion included - suggestion to decrease the tax rate a little, even a couple tenths of percentage would be appreciated by community members.
      3. Approval of Depositories for 2014-15
        1. Metro Bank
        2. PSDLAF

          Ms. Mason reported above and stated this is new for the Board. This should be done on an annual basis according to Code. It is also recommended for audit purposes as well.
      4. Bid Awards
        1. Lincoln Intermediate Unit Joint Purchasing Bids                  
          1. Custodial Supplies
          2. General Supplies
          3. Paper Supplies

            Ms. Mason reported above. The bids were actually awarded on Friday and schools will be receiving that information. Totals will be available for the Board on May 27.
        2. Unified Print Program

          Ms. Mason reported the above bids were opened last Tuesday. There were a total of seven bids and three were tossed out. The remainder are very close and the administration is looking for additional information from each vendor and a recommendation will be available on May 27. There appears to be an attractive savings with this process. 
        3. Restoration of the High School Baseball Field Slope Project

          Ms. Mason reported above for action on May 27.

          A discussion took place. Points of the discussion were - information for the East York Elementary sewer has not been provided to date from Mr. Debes. We may need to wait until June and that timing would be okay. 
      5. Facilities Use Fee Revision - for air conditioning at the high school

        Ms. Mason reported above and noted this would apply for AC evening only at the high school.

        A discussion continued. Points of the discussion were - this would be for summer evenings only and it was decided not to specifically state summer since the weather could be warm in late spring or early fall.

        An opportunity was provided for public comment. There was none at this time. 
  5. New Business - Ms. Leopold-Sharp
    1. Act 80 Days for 2013-14.  The administration recommends Board approval of the application for Act 80 days for the 2013-14 school year for the following dates and reasons:

      August 19

      In-service program for all staff

      August 20

      In-service program for all staff

      October 14

      Parent-teacher meetings for elementary; In-service program for secondary

      November 11

      Parent-teacher meetings for secondary; In-service program for elementary

      January 20

      In-service program for all staff

      March 21

      Parent-teacher meetings for Valley View and Yorkshire staffs

      State approval of these dates will prevent any fines for loss of days for seniors.     

      Ms. Leopold-Sharp highlighted above information.
    2. Act 80 Days for 2014-15.  The administration recommends Board approval of the application for Act 80 days for the 2014-15 school year for the following dates and reasons: 

      August 18

      In-service program for all staff

      August 19

      In-service program for all staff

      October 13

      Parent-teacher meetings for elementary; In-service program for secondary

      November 3

      Parent-teacher meetings for secondary; In-service program for elementary

      January 19

      In-service program for all staff (summer trade day hours may apply)

      March 6

      In-service program for all staff

      March 20

      Valley View and Yorkshire Parent-teacher conferences


      Ms. Leopold-Sharp highlight above information.

      Dr. Merkle added that the administration is doing this in advance for the 2014-15 school year to allow decisions to be made similar to those that were needed to be made this school year with make-up days and days for seniors. 
    3. Approval of Graduating Class (pending compliance of all requirements) Discussion  

      Dr. Merkle stated that previously the Board acted upon approving the graduating class following commencement until recently when a Board member requested the action take place prior to commencement. The administration is looking for a recommendation from the Board how to proceed for this year.

      A discussion took place. Points of the discussion included - there are years when timing is only several hours prior to commencement whether a student will graduate; most districts do this after commencement; consensus was after the fact seems logical.

      Dr. Merkle concluded the discussion stating the administration will bring the list to the Board in June. 
  6. Committee Reports - Mr. Miller
    1. Committee Meeting Schedule  

      Mr. Miller reported above information.
    2. Facilities Committee - Mrs. Freireich

      Eagle Scout Project - Relaxation Bench at Valley View Elementary Playground

      Mrs. Freireich highlighted above information. Aidan Fryor has talked with Facilities Committee and Facilities Department. Aidan is in attendance for any questions this evening.

      A discussion continued. Points of the discussion were - this is a great idea!; project will be completed during a weekend in August.

      Mr. MIller reported that action will be taken on May 27 by the Board and it was not necessary for Aidan to attend the meeting. 
    3. Personnel Committee - Ms. Shaffer

      Fireside Chat Update

      Ms. Shaffer reported a Fireside Chat was held on April 24 with three Association members (Mitzi Heaton, Eric Hoffman and Dave Darrah), three board members and two administrators (Dr. Merkle, Dr. Maloney) in attendance. Topics included how different items were impacted over the years, the value of Leadership York program, employee reception and district goals. 
    4. Policy Review Committee - Ms. Bates
      1. Policy Revisions

        Ms. Bates asked if there were any questions on policy revisions.

        A discussion continued. Points of the discussion included - 116 - Tutoring - previous years staff was not permitted to tutor current students, specifically music lessons; Dr. Merkle would look into this, which may be in another policy; 117 - delegation of responsibility, approval by Board is not necessary per solicitor; 118 - the revision for Physical Education is an individualized study not an independent study, per policy the Superintendent must approve and report to the Board when a class has under 12 students;  121 - the overnight policy was included in this policy; 122 - suggestion to have Drama included under definitions, parts of band and chorus are co-curricular; the list is not all inclusive, merely examples; 123 - page 2 #4, extracurriculars not interscholastic, no rehearsal for interscholastics, procedure for being in first period and present during school day to be eligible to participate would pertain to extracurriculars too - Dr. Merkle and Ms. Bates will review and bring back new recommendation to Board on May 27.

        1. No. 113 - Special Education
        2. No.113.1 - Discipline of Students with Disabilities
        3. No. 113.2 - Behavior Support
        4. No. 113.3 - Screening and Evaluations for Students with Disabilities
        5. No. 113.4 - Confidentiality of Special Education Student Information
        6. Delete No. 113.5 - Child Find
        7. No. 113.6 - Surrogate Parents
        8. No. 114 - Gifted Education
        9. No. 115 - Career and Technical Education
        10. No. 116 - Tutoring
        11. No. 117 - Homebound Instruction
        12. No. 118 - Independent Study
        13. No. 119 - Current Events
        14. No. 121 - Field Trips
        15. Delete No. 121.1 School Sponsored Overnight Field Trips
        16. No. 122 - Extracurricular Activities
        17. No. 123 - Interscholastic Athletics
        18. No. 123.1 - Management of Athletes with Concussion/Return to Play
        19. No. 123.2 - Sudden Cardiac Arrest
      2. An additional Policy Review Committee meeting has been scheduled on June 12 at 5:00 PM.

        Ms. Bates reported above.

        An opportunity was provided for public comment. There was none at this time. 
    5. Lincoln Intermediate Unit - Mr. Sears

      Mr. Sears reported the regular meeting is scheduled tomorrow.
    6. York County School of Technology - Mrs. Schroeder

      The YCST Joint Operating Committee Mini-Board Report for April 24 is provided.

      Mrs. Schroeder reported one of the YS students, a senior in Culinary Arts program, was recognized as Student of the Month, Dylan Small. A reminder about the orientation program being held on May 14. Expectation for enrollment projection will be at capacity, 1755 students.
    7. Minutes/Announcements
      1. Academic Standards and Curriculum Committee - April 15
      2. Facilities Committee - February 19
      3. Finance Committee - April 2
      4. Policy Review Committee - April 22
      5. Policy Review Committee - April 29  

        Mr. Miller reported above.
  7. Comments and/or Questions from the Public  

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

    Mr. Miller extended congratulations to Miss Liu for her award of Runner-Up in the York County Distinguished Young Women competition this past weekend. 
  8. Adjournment  

    Meeting adjourned at 9:00 PM.



    There will be an opportunity for public comment at the end of each report.



An Executive Session was held 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.