YORK SUBURBAN SCHOOL BOARD
PLANNING COMMITTEE MEETING
FEBRUARY 9, 2015 - 7:00 PM
RONALD H. PROVARD EDUCATION CENTER
M I N U T E S
(approved on February 23, 2015)
- General Business
Call to Order - Mr. Miller
- Pledge of Allegiance to the Flag
Mr. Miller called the meeting to order with the Pledge of Allegiance to the Flag.
- Roll Call
Members Present - Emily Bates, Ellen Freireich, Lynne Leopold-Sharp, Roger Miller, John Posenau, Lois Ann Schroeder, Joel Sears and Cathy Shaffer
Members Not Present - Jennifer Clancy, Jessica Renjilian (Student Representative)
- Board President's Report
- Executive Session. The Board met in Executive Session on January 26, 2014 following the Regular Monthly Meeting for the purpose of discussing personnel and/or legal issues.
Mr. Miller reported above.
- Meeting Cancellations. Mr. Miller will discuss with the Board the parameters to be used for the cancellation of meetings due to inclement weather.
Mr. Miller reported that a Board member questioned if school is dismissed early for students, should committee meetings be canceled that evening and requested a discussion from Board members.
A discussion continued and points of the discussion were - does "all evening activities" include Board related meetings?; we could revise communication to all evening student activities to avoid any confusion; if businesses are doing business, Board related meetings have been going on as scheduled just as a business; should we err on the side of safety for people out on the roads?; suggest case by case basis for decision by committee chair and Superintendent; decision to be made two hours before scheduled meeting by Board President and Superintendent.
Mr. Miller concluded the discussion stating the decision will be made by Dr. Merkle and himself on a case by case basis with a minimum two hour notice.
An opportunity was provided for public comment. There was none at this time.
- Superintendent's Report - Dr. Merkle
- District Affiliated Report - YS All-Sports Boosters. Carol Kauffman, President, will provide a brief report on the work of this organization.
Dr. Merkle introduced Carol Kauffman.
Mrs. Kauffman introduced Rebecca Firestone and a handout was shared with Board members. Mrs. Kauffman reported that there are 185 families in membership at this time and we hope membership will increase with the upcoming spring season. All membership dollars go into the scholarship program and donations to date total $3,400. A review of tournaments was provided. The procedures, changes and updates at the concession stands were reviewed. The pool deck banners were replaced. New tennis ball machines were purchased by the District and a donation of $341 was provided by the All-Sports Boosters. Jackets will be purchased for the Boys Cross Country state champions from various donation sources. A chicken barbeque is scheduled during the spring. Yard signs are being ordered for spring. The track relays are scheduled earlier than usual this year due to the calendar. The All-Sports Booster Club is working with the York Revolution stadium food concessions at several Revolution games and anticipate income proceeds. The tax number from the IRS has been received.
Dr. Merkle thanked Carol Kauffman for her leadership of the All-Sports Boosters and all the time and efforts of the leadership team.
- State of the District Mid-Year Report. The State of the District has been posted on the website for two weeks. Dr. Merkle will present a supplement to the original.
Dr. Merkle reported the State of the District report was canceled at the January 26 Board meeting due to inclement weather and information from the original report was shared with staff and Board via a podcast. The information was also posted on the website. Dr. Merkle gave a supplemental report for the State of the District Mid-Year Report this evening.
Board members thanked Dr. Merkle for the information. Dr. Merkle answered some questions from Board members about emotionally needy students and the surveys given at the building level.
- Business Office Report - Ms. Mason
- Items being recommended for approval on February 23
- Solicitation of Bids for High School Secure Entrance Renovation
Ms. Mason reported above. This item was brought forward through Facilities and Finance Committees.
- Extension of Agreement with Wellspan Health for Sports Medicine and Medical Services
Ms. Mason reported above. This item was brought forward through Finance Committee.
A discussion continued and points of the discussion were - the agreement is for two athletic trainers; this extension is the same as original agreement with an increase of 2.5% for one additional year.
- Awarding of bid for the Indian Rock Roof Project
Ms. Mason reported above and shared that the bids were opened at 10:00 this morning. There were nine bidders and bids were extremely close. There are two recommendations to discuss. The base bid was a build-up asphalt roof and the alternate was a rubber roof. Both have a 30 year warranty. The low bid for the build-up asphalt roof was Heidler Roofing, $896,000 and the low bid on the rubber roof was David Maines Associates, $768,308. Both were well under our anticipated budget number.
Mr. Girling shared information about the single ply rubber roof and the built-up asphalt roof. Tim Debes, the District's engineer from NuTec, is willing to come and discuss further if requested.
A discussion continued and points were - regarding maintenance, there should not be much with either option; Mr. Debes may be leaning towards the build-up roof because there are not as many seams and the seams are usually where a rubber roof experiences problems and also a rubber roof can be punctured when walked upon; the current 20 year rubber roofs currently at other buildings are the old style rubber process and experiences lots of leaks because the seams are failing; the price difference is $127,000; the budget amount was $1.4 million; is there a seamless rubber roof option?; is the warranty on entire job or material?; is there a significant difference in weight, when thinking about snow and ice piled on top?; does the build-up roof provide better insulation?; additional information will be requested from Mr. Debes; recommendations will be discussed further at Facilties Committee on February 18.
Mr. Miller concluded the discussion stating the administration will make a recommendation by the February 23 voting meeting.
- Awarding of bid for the Track Resurfacing Project
Ms. Mason reported the above bid came in higher than budgeted because additional work was added to the specifications as we began to look at the project. The low bid is the administration's recommendation.
Mr. Girling provided details about the additional work that included the moving of the placement of the fence out 12 to 18 inches since the fence posts are pushing out of the ground and elevating the track area; there will be modifications to the curbing area on the home side along with additional drainage; adding macadam path for handcapped accessibility from far ticket booth to the home side bleacher area; and the macadam work that is uneven by the Education Center.
A discussion took place and points were - the new fence location would be brought to the curb location and the walkway would not be affected; fence would remain the same height; original estimate for just the track project was $350,000 and the additional alternates totaled $125,000; timeline is work to start right after graduation and be ready for the fall sports season; the northern run-out would be eliminated as it is no longer needed and the track would be oval with an entrance at the current northern run-out location; upper wrapping of fence could be investigated.
- Informational Item
All-Sports Booster Club - Donation of $2,100 for Tennis Ball Machines
Ms. Mason reported a correction to above. The donation from the All-Sports Booster Club was $341 towards the cost of the two tennis ball machines that were $2,100. (Upon review by the business office on day following meeting, it was confirmed that the All-Sports Booster Club did donate $2,100 for Tenns Ball Machines.)
- Student Board Representative Report - Jessica Renjilian
Jessica was unable to attend this evening. Dr. Merkle read a report that Jessica submitted.
- Committee Reports - Mr. Miller
- Finance Committee - Mr. Posenau
The minutes of January 7 are provided.
Mr. Posenau reported above.
- Policy Review Committee - Ms. Bates.
Ms. Bates reviewed policy revisions and discussion is noted below.
Policy Revisions. The Policy Review Committee reviewed the following policies and will recommend Board approval at the meeting on February 23:
- Delete 327 - Management Team / 527 - Mid-Level Supervisors
- 335 - Family and Medical Leaves
Dr. Merkle responded that the 12 month period statement is based on a rolling 12 month.
- 336 - Personal Necessity Leave
Dr. Merkle responded that advance notice is identified in the contract, recognized religious holidays will be embedded in an Administrative Regulation (AR) and PA School Boards Association (PSBA) suggested the addition of "if possible" in the last sentence of the policy to be in sync with the law - "Copies of related orders must accompany advance requests for leave, if possible".
- 337 - Vacation
- 338 - Sabbatical Leave
Dr. Merkle responded that the term, certificated, found in policies 338, 338.1 and 338.2 refers to a teacher or administrator with a teaching certificate and the term is a school year.
A discussion continued and points of the discussion were - reference to number of employees on leave; clarification from legal counsel about Sabbatical Leave, Professional Development Leave and Classroom Occupational Exchange Leave will be secured by the Administration; the sentence, "Employment by a third party is permitted as long as that employment does not interfere with the purpose of the leave or the employee's obligations to the District." in 338 is not per School Code and the committee decided to let this up to the Board and it was discussed.
- 338.1 - Professional Development Leave
- 338.2 - Classroom Occupational Exchange Leave
- 339 - Uncompensated Leave
- 340 - Responsibility for Student Welfare
A discussion took place about the statement on student arrivals and departures, including buses and if we could exclude including buses and it was decided to leave it the way it reads.
- 341 - Benefits for Part-Time Employees
- 342 - Jury Duty
A discussion took place about whether the jury duty check gets turned back to the District and if it is a reasonable use of resources to record it.
- 343 - Paid Holidays
- Delete 346/446/546 - Wage Continuation
- 347 - Workers' Compensation Transitional Return-To-Work Program
- 348 - Unlawful Harassment
Dr. Merkle will obtain legal counsel about whom does compliance officer report a complaint or where does a complaint about compliance officer get reported.
- 348 - Attachment
- 351 - Drug and Substance Abuse
Dr. Merkle responded this policy is for state and federal statutes and do not include local statutes.
- 601 - Fiscal Objectives
- 602 - Budget Planning
A discussion took place about definition of long-range planning and it was decided to change long-range plan to three year plan to be specific.
- 603 - Budget Preparation
A discussion took place about the simplified form that is made available to the public is the responsibility of the business office for preparation and also continued consistency of position title, Director of Finance (removing "and Support Services").
- 604 - Budget Adoption
- 605 - Tax Levy
- 606 - Tax Collection
Dr. Merkle will secure legal counsel on the second paragraph phrase that includes appointed and elected.
- 607 - Tuition Income
- 608 - Bank Accounts
- 610 - Purchases Subject to Bid/Quotation
- 611 - Purchases Budgeted
- 612 - Purchases Not Budgeted
- 613 Cooperative Purchasing
- 614 - Payroll Authorization
- 615 - Payroll Deductions
Dr. Merkle responded payroll deduction for agency fee is per the contract.
- 616 - Payment of Claims
- 617 - Petty Cash
- 618 - Student Activity Funds
- 620 - Fund Balance
A discussion took place about the second paragraph on page 2 and it was decided to strike out the following sentence, " The total fund balance, consisting of several portions including committed, assigned and unassigned, may exceed ten percent (10%)".
- Additional Committee Reports/Announcements
Committee Meeting Schedule
- Lincoln Intermediate Unit - Mr. Sears
The "...by Dawn's Early Light", highlights of the LIU Board Meeting of February 3 is provided.
- York County School of Technology - Mrs. Schroeder
The Mini-Board Report of the Joint Operating Committee of January 22 is provided.
Mrs. Schroeder encouraged Board members to review above report.
- Comments and/or Questions from the Public
There was no public members at the meeting at this time.
The meeting was adjourned at 8:45 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.