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YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
JANUARY 12, 2015 - 7:00 PM
RONALD H. PROVARD EDUCATION CENTER

 M I N U T E S
(Approval on January 26, 2015)

  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 and Cathy Shaffer

      Members not present - Jessica Renjilian (Student Representative)

      Mr. Miller shared about the automobile accident in Windsor Township on Saturday that resulted in two deaths, one being a student from Red Lion Area School District that was also the daughter of a LIU employee that works with the District. A moment of silence and remembrance took place.
  2.  Board President's Report
    1. Executive Session.  The Board met in Executive Session on December 15, 2014 prior to and following the Regular Monthly Meeting for the purpose of discussing personnel and/or legal issues.

      Mr. Miller reported above.
    2. Board Committee Reports. Recommendation for a consistent set of procedures to be used for the posting and approval of Board Committee minutes.

      Mr. Miller reported above and stated for consistency, committee minutes that are posted on a Board meeting agenda are to approved by the committee. Prior to approval by the committee, draft minutes will be posted on the confidential section of a Board meeting agenda page. The process was discussed with administration and solicitor. Mr. Miller asked for any concerns from Board members and there were none.
  3. Superintendent's Report - Dr. Merkle
    1. Dr. Merkle commended the Administrative Team for their immediate response as a team following Saturday's accident that was reported earlier. The parent of the student fatality teaches in three buildings in the District. Led by Mrs. Gross, AHHSP coordinator, the administrators developed a coordinated response plan by 5:00 PM on Saturday to see how to best support the family during this time.
    2. District Affiliated Report - YS Music Boosters. Ronda Abel and Kristy Atkinson, Co-Presidents, will provide a brief report on the work of this organization.

      Dr. Merkle introduced Ronda Abel and Kristy Atkinson.

      Mrs. Abel reported the Music Boosters are having a busy and productive year, this being the first year of Orchestra, Choral and Band working together. The marching band included 58 students and that is smaller than past years. They competed in the open division which is a higher division and had a successful year. Juliana Kates was selected for District Chorus, Daniel Lee was selected for District Orchestra and Jon Abel, Jack Korver, Brea Koller and Breanna Kane performed at the Lower District 7 Band Festival. Both Brea and Breanna will be moving on to the Regional Band Festival. Two holiday fundraisers were held, Cocoa and Crafts at the High School and Secret Santa Shop at East York Elementary. New this year, flower sales in lobby prior to concerts will be held. Indoor percussion ensemble and indoor guard will begin their seasons this month. The High School musical is underway and a new committee was developed to support the students involved in "Once Upon a Mattress". 

      Mrs. Atkinson shared some of the challenges in finances the Music Boosters are working through this year. The trailer to transport band equipment which was purchased in 1998 is falling apart. As in the past, the Music Boosters are working with the administration towards a purchase of another trailer at an approximate cost of $18,000. Minimal repairs could be done with existing trailer but that would really not be enough to continue its use. A plan needs to be in place by April. Another challenge is the loss of our largest fundraiser, selling concessions at the Drum Corps Show that was a rental in April at the High School. Concessions in previous years netted $3500. Due to rental increase in the District, the group will be going to Red Lion Area School District and will pay several thousand dollars less. In April 2016, the group will be moving to the Pullo Center and we are scheduled to sell concessions at that location. We appreciate your interest and willingness to work together with the Music Boosters through these challenges.

      Dr. Merkle thanked Mrs. Abel and Mrs. Atkinson for sharing their report this evening. For a moment of reflection, Mr. Husler reminded me recently that a few years back when the District took a chance on some rookies, following the retirements of Music Teachers, and seeing how the music program is successful at this time. 
    3. Wellness Update. Mr. Chris Adams, High School Assistant Principal/Athletic Director

      Mr. Adams shared the Wellness Committee had been under Dr. Merkle's leadership in past several years and is headed in a great direction. As chair of the committee this year, our focus is on four components - Fitness, Intellectual, Nutrition and Social (FINS). Dr. Merkle suggested expansion to Physical Fitness, Intellectual Development, Nutritional Health and Social Emotional Well-Being. The committee includes Dr. Gulley, Mrs. Schroeder, Teachers, Nurses and Students. The committee works with the Health and Physical Education Departments. We are hearing the change to semester based PE is really making a difference according to teachers and very favorable comments from students have been heard. Be YS Well tips continue to be circulated through email at random times to staff. Stall Street Journals are going well. A reduced rate at Heritage Hills Athletic Club for staff and students has been secured. Two years ago, we partnered with Dollars For Scholars to sponsor a Wellness Day. We plan to partner with Best Buddies in the spring for a YS Fun Day. We are pursuing a relationship with the Healthy Schools Programs Alliance. There are three different levels, bronze, silver and gold. We will start with needs assessment, then action plan and followed by implementation. The recognition for a level is then determined.
    4. Wellspan Training Services Update. Mr. Chris Adams, High School Assistant Principal/Athletic Director

      Mr. Adams provided a report on the District partnership with Wellspan. Things are going extremely well. We have two solid athletic trainers that take good care of our students, one at the middle school and one at high school. Their workdays start at 11:00 and go into the evening and at times even extends to the weekend depending on athletic schedule. They evaluate injuries, do taping, perform game management, rehab and are liaisons between athletic injury and physician referral. A well supplied athletic training room at both buildings is available and Wellspan is responsible for part of supplies per the contract. They work well with the nurses, especially about concussion education. Last year, 30 minutes was provided to staff that was very well received. Inservice is an extra part of contract and has been very strong. Their customer service is outstanding. Our students respect the trainers. The trainers participate in faculty student competitions. We are very pleased with their service during the past two years. There are two one year extensions that are part of the contract and I would encourage that pursuit.

      A discussion continued and points of the discussion were - thanks was given for providing this information; the numbers for student internships/projects with athletic trainers are reduced from previous numbers but the strength is outstanding.

      Dr. Merkle thanked Mr. Adams for his leadership in both the Wellness Committee and the Wellspan Training Services.
    5. Dr. Merkle reported a local organization would like to make a monetary donation to the district or York Suburban Education Foundation. The organization would like to use the YS logo on a flyer that goes out to non-customers that are residents in the District  and if the resident becomes a new customer, a donation would be made to the District. There is no specific policy that covers this type of request.

      A discussion continued and points of the discussion were - great idea; the nature of business is an energy company; donation would be $500 to $1000 for initial one and much less for additional donations; company is looking for outreach opportunities and reached out to the District; some hesitation was expressed about using our logo on a flyer; this could be worked through Finance Committee; previous donations that are reported through the business office are generally for specific item; the organization plans to market in YS and will not stop here; the door was opened with Market Street Sports affiliation; if we do pursue this, a disclaimer would be necessary; suggestion to direct this to YSEF as a fundraising entity rather than the district; YSEF could earmark monies as gifts to department such as the band that just reported a need for funds.

      Mr. Miller concluded the discussion and stated this will go to Finance Committee for continued discussion.
    6. York Suburban Education Support Personnel Association Negotiations. Dr. Merkle will report out on her brief meeting to officially open negotiations with YSESPA.

      Dr. Merkle reported above and added she met with the State Appointed Mediator and State Education Association Representative for a meet and greet session. The Support Association would like to wait until the negotiations with teachers are complete. The language discussion could begin. The administration is in no hurry to begin this process until seeing the benefit package by the teachers following their negotiations.

      Mr. Miller asked the Board if there are benefits of starting the process sooner rather than later?

      A discussion continued and points of the discussion were - if you wait and it is held up, everyone is held up, establishing the groups may be of value; if the Support Association was clear with waiting, suggest starting the language process like was done with the teachers and wait for negotiations until the teacher negotiations are complete.

      It was agreed to wait for negotiations with Support Association. 
    7. Superintendent Evaluation 

      Survey Results. Dr. Merkle will provide a summary report of the evaluation survey results.

      Dr. Merkle reviewed above information. The same tool that has been used for several years and was used this year for comparison. A suggestion for the future is to have the Personnel Committee review and pursue the development of an evaluation tool for next year.

      A discussion continued and points were - not necessary for each household to have a response; the partnership with York College of PA could possibly include review of this process; information was good and is a compliment to Dr. Merkle.

      Dr. Merkle commented with a thank you.
  4. Business Office Report - Ms. Mason
    1. Items being recommended for approval on January 26
      1. PlanCon Part J:  Project Accounting Based on Final Costs - Yorkshire Elementary Building Project
      2. PlanCon Part J:  Project Accounting Based on Final Costs - Valley View Elementary Building Project

        Ms. Mason reported above two items. This is the last piece that is due to get the final reimbursement percentage for the monies on the project.
      3. Opt-Out Resolution

        Ms. Mason reported above and added the administration does recommend approval to limit going to the index for 2015-16 budget.
      4. Turf, Track & Court, LLC, Athletic Facility Consultants - Professional Services for Running Track Renovations/Stadium Improvements ($19,675)

        Ms. Mason reported above.
    2. Informational Items
      1. Facilities Projects Timeline Update

        Ms. Mason provided printout to Board members and reviewed items.

        A discussion followed and it was suggested to place a total value for projects in future reports. 
      2. Donation of $2,088 from David Turybury for a pitching machine.

        Ms. Mason reported above.
      3. Donation from Trojan Wrestling Club of a spotlight for home wrestling matches, valued at $1,855.

        Ms. Mason reported above.
      4. Standard and Poors Rating for 2015 Series. Ms. Mason reported the district has remained the same with A Stable.

        An opportunity was provided for public comment. There was none at this time.
  5. Student Board Representative Report - Jessica Renjilian

    Miss Rejilian was unable to join us this evening. A printed report was provided and will be part of the minutes.
  6. Committee Reports - Mr. Miller
    1. Communications Committee - Mrs. Schroeder
      1. The minutes of December 1 are provided.

        Mrs. Schroeder reported above.
      2. So You Want to Be a Board Member? program

        Mrs. Schroeder reported the committee is planning for a panel discussion as we are nearing another election. Ideas were discussed - panel discussion, reach out to other school districts, request involvement of other school districts, request another Superintendent to attend and bring a member from their board. The date is February 5 at 7:00 PM at Valley View. 

        No comments from Board members.
    2. Finance Committee - Mr. Posenau
      1. The minutes of October 29 are provided.

        Mr. Posenau reported above.
      2. Proposed 2015-16 Lincoln Intermediate Unit General Operating Budget   

        Mr. Posenau reported above and noted there is a 3.6% increase and the dollar amount is $1,100.

        Mr. Miller suggested any questions go to Ms. Mason prior to January 26 when voting will take place on this item. 
      3. Proposed 2015-16 York County School of Technology Budget. Mr. Jon Boyer, Business Administrator from YCST, will provide a brief overview of the budget proposal and be available for questions.

        Mr. Posenau reported the budget was presented last month at the YCST and the Superintendents had a lot of questions and the people in attendance at the presentation had a lot of questions too. Dr. Merkle arranged for YCST personnel to attend tonight's meeting and share information and answer any questions.

        Dr. David Thomas, YCST Director, introduced Mr. Jon Boyer, Business Manager, and Dr. Richard Hupper, Consultant to the Superintendent of Record, in attendance this evening. A presentation was given by Dr. Thomas and Mr. Boyer. Handouts were provided to Board members.

        A discussion continued and points of the discussion were - the teacher contract is in year 2 of 3 and year 1 was status quo; reduction expenditures for health insurance is one-third employee contributions, some employees selecting different benefit plans.

        Dr. Thomas shared handout and information about strategic plan developed in 2009. 

        The discussion continued and points were - Advisory committees reach out to community and review job availability, growth and decline and programs are adjusted accordingly; building capacity is 1800 students with technical staff, things would be tight, very large cafeteria is available, small locker rooms exist as nothing was done to that area when building was redesigned.

        Mr. Miller thanked YCST personnel for attending this evening.

        The discussion continued and points were -  discomfort with just growing school enrollment; YCST does great things although it is difficult to continue to take money away from YS students for YCST as they go above our index; difficult time to pass a budget that surpasses index as we are very conscious about raising taxes for our community member, cannot support this budget; there has been no real increase or decrease of YS students going to YCST; Ms. Mason will check the average index in the county; the driver in the budget is salaries and benefits and with negotiations done one year ago this was not worked into situation.

        Mr. Miller suggested Board members share any additional questions with Ms. Mason and the budget will be an action item for January 26 meeting. 
    3. Personnel Committee - Ms. Shaffer.

      1. Superintendent Evaluation Objective Performance Standards Rubric with Evidence    

        Ms. Shaffer reviewed above and added that committee will be doing some clean-up to the document at committee meeting on January 15 and encouraged Board members to attend or provide edits to me.

        Dr. Merkle reported that she developed the rubric from her contract evaluation tool. The process would include a self reflection evaluation on each of the components, providing evidence with links, then Board members could review and evaluate. This type of evaluation is similar to how we evaluate teachers and administrators.

        Mr. Miller reported Board members could work independently or in teams to discuss the self reflection evaluation using an electronic format.  Consider adding a column for comments.

        A discussion took place and the points were - a benefit would be to discuss with other Board members.

        Mr. Miller reported this item will be on January 26 for action. 
      2. Proposed Timeline for Superintendent Evaluation  

        Ms. Shaffer reported above. 
      3. Next meeting:  Thursday, January 15, 2015 - 5:00pm

        Ms. Shaffer reported above and noted that January 22 is alternate date.
    4. Policy Review Committee - Ms. Bates
      1. The minutes of January 7 are provided.

        Ms. Bates reported above. 
      2. Policy Revisions. The Policy Review Committee reviewed the following policies and will recommend Board approval at the meeting on January 26:

        Ms. Bates reviewed each policy below.
        1. 302 - Employment of Superintendent/Assistant Superintendent  
        2. 304 - Employment of District Staff   

          A discussion took place and it was decided to have the administration provide consistent language regarding child abuse requirements on 304, 307, 309.
        3. 307 - Student Teachers/Interns  

          A discussion took place and it was decided to have the administration provide consistent language regarding child abuse requirements on 304, 307, 309.
        4. 309 - Assignment and Transfer  

          A discussion took place and it was decided to have the administration provide consistent language regarding child abuse requirements on 304, 307, 309.
        5. 312 - Performance Assessment of Superintendent/Assistant Superintendent  
        6. 314 - Physical Examination  

          A discussion took place and it was decided to review 302, 314 and Superintendent's contract to see where to embed results of required medical examinations for the Superintendent (regarding last paragraph on page 1 of 314).
        7. 314.1 - HIV Infection    
        8. 319 - Outside Activities   
        9. 322 - Gifts   

          A discussion took place on significant value and that information will be placed in the Administration Regulation and this is for employees not Board members. Dr. Merkle will check into the amount of the figure. 
        10. 323 - Tobacco  

          A discussion took place and smoking product does cover electronic products.
        11. 324 - Personnel Files   
        12. 325 - Dress and Grooming   
        13. 326 - Complaint Process   
        14. 328 - Compensation Plans/Salary Schedules   
        15. 330 - Overtime  
        16. 331 - Job Related Expenses  
        17. 332 - Working Periods  
        18. 333 - Professional Development  
        19. 334 - Sick Leave  

          Ms. Bates reported that the administration will review the considerations mentioned above and will bring these policies for approval on January 26.

          An opportunity was provided for public comment. There was none at this time.
  7. Additional Committee Reports/Announcements  

    Committee Meeting Schedule  

    Mr. Miller reported above. 
  8. Lincoln Intermediate Unit - Mr. Sears

    The "...by Dawn's Early Light", highlights of the LIU Board Meeting of January 6 is provided.

    Mr. Sears highlighted above.
  9. York County School of Technology - Mrs. Schroeder

    Mrs. Schroeder provided a reminder about name for York County School of Technology. Vo-Tech is no longer the name, the preferred abbreviation is YCST.
  10. Comments and/or Questions from the Public  

    An opportunity was provided for public comment.
  11. Adjournment

    The meeting was adjourned at 8:56 PM.


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


 
There will be an Executive Session immediately following the meeting.

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.